Administrative Coordinator

Job Description Summary The Medical University of South Carolina College of Medicine invites applications for the position of Administrative Coordinator for the MUSC Healthcare Simulation Center (HSC). The Administrative Coordinator provides leadership for the administrative coordination, scheduling, tracking, and customer-service functions that support simulation-based education and is responsible for helping ensure that simulation activities are organized, documented, scheduled, and supported in a consistent, accurate, and service-oriented manner. This position supports the center through coordination of simulation scheduling, room and resource assignments, development tracking, project documentation, billing reconciliation, outreach support, executive administrative assistance, timekeeping, and supervision of assigned administrative support personnel. The Administrative Coordinator works collaboratively with faculty, facilitators, staff, learners, center leadership, and external partners to help ensure simulation activities are planned and supported efficiently and that related administrative systems remain accurate, responsive, and aligned with operational needs. The Administrative Coordinator serves as a key administrative and operational support resource within the MUSC HSC and contributes to the continued success of the center as a high-performing, service-oriented, and well-coordinated environment that advances simulation-based education and enterprise collaboration across MUSC. Reporting Relationships Reports to the Business Manager, MUSC Healthcare Simulation Center Works closely with the Director, Medical Director, Educator, Operations Manager, center staff, and academic and clinical partners Supervises assigned administrative support personnel Serves as a primary administrative point of contact for current and prospective HSC users Entity Medical University of South Carolina (MUSC - Univ) Worker Type Employee Worker Sub-Type Classified Cost Center CC000982 COM MUSC Healthcare Simulation Center CC Pay Rate Type Hourly Pay Grade University-GEN07 Pay Range 39,300.00 - 53,100.00 - 66,800.000 Scheduled Weekly Hours 40 Job Description Scheduling, Resource Coordination, and Simulation Implementation Support (30%) Coordinate scheduling and assignment of rooms, personnel, simulators, equipment, and related support resources according to the needs of each simulation activity Manage and maintain the accuracy of simulation scheduling systems and related calendars to support efficient center operations Support administrative aspects of simulation implementation, including scheduling communication, identification of needed support and training, distribution of pre-course materials, and coordination of evaluation-related processes Serve as a coordinating lead for weekly operations or planning meetings related to simulation activity readiness as assigned Create routine and special reports related to activity assignments, work plans, scheduling, and implementation support Simulation Development Tracking, Documentation, and Workflow Management (25%) Coordinate and document the administrative aspects of simulation activity development, including initial contact, meetings, progress tracking, quality assurance steps, training coordination, and related development activities Maintain accurate records, project documentation, and workflow tracking for simulation development and implementation using approved platforms and processes Support communication among center leadership, faculty, facilitators, subject matter experts, and other stakeholders involved in simulation activity development Track activity status, timelines, and follow-up needs to help ensure activities progress efficiently and documentation remains current Compile reports and summaries related to simulation development and implementation as requested Administrative Supervision, Participant Support, and Timekeeping Coordination (20%) Supervise and train assigned administrative support personnel to ensure high-quality customer service, timely distribution of preparatory materials, accurate sign-in support, and completion of evaluation-related processes Assign and monitor administrative duties to support day-of operations, front-desk coverage, and activity readiness Manage timekeeping and related administrative tracking for HSC personnel using approved systems and procedures Help ensure participant-facing administrative processes are completed accurately and consistently Support administrative quality, accountability, and workflow continuity across daily center operations Billing Reconciliation, Reporting, and Administrative Control Processes (15%) Reconcile scheduled and billable activity hours to support accurate billing and utilization tracking Maintain administrative records, track data, and compile reports related to scheduling, implementation, development, and center activity support Assist with report preparation, data organization, and administrative summaries to support leadership decision-making Help ensure administrative systems and records are accurate, current, and aligned with center procedures Identify process gaps and recommend improvements that strengthen efficiency, accuracy, and coordination Executive Support, Outreach Coordination, and Other Assigned Duties (10%) Provide administrative support to center leadership, including calendar coordination, meeting scheduling, agenda support, organization, and clerical assistance Coordinate and support outreach activities such as tours, informational sessions, facilitator training events, vendor demonstrations, and open houses Serve as a professional and service-oriented point of contact for current and prospective HSC clients and stakeholders Support internal and external communication needs that strengthen awareness and effective use of HSC services Perform other duties as assigned, including assisting with special projects Skills And Abilities Demonstrated ability to coordinate complex administrative and scheduling processes in a service-oriented academic or clinical environment Strong organizational skills and ability to manage detailed records, timelines, and multiple simultaneous priorities Excellent interpersonal, customer-service, and stakeholder-management skills Ability to communicate clearly and professionally with faculty, staff, learners, visitors, and external partners Strong written, verbal, and organizational communication skills Ability to analyze administrative needs, identify workflow gaps, and implement practical solutions Proficiency with Microsoft 365 and administrative workflow systems Ability to support scheduling accuracy, documentation quality, and operational coordination in a fast-paced environment Ability to supervise administrative support staff and help maintain high standards of service, responsiveness, and accuracy. Preferred Minimum Requirements Bachelor’s degree in business administration, healthcare administration, education, office administration, communications, or a related field Minimum of 3 years of progressively responsible experience in administrative coordination, scheduling, project tracking, program support, or related operational support Demonstrated experience coordinating complex calendars, logistics, records, and communications in a fast-paced environment Experience working collaboratively with faculty, staff, learners, visitors, and interdisciplinary teams Demonstrated ability to manage multiple priorities, maintain detailed records, and support high-volume activity coordination with accuracy and professionalism Experience using Microsoft 365 and administrative workflow tools Preferred Qualifications Experience working in a healthcare simulation center or similarly complex academic, clinical, or training environment Experience coordinating room, equipment, personnel, and scheduling assignments for educational or clinical activities Experience with Booked Scheduler, Microsoft Teams-based workflow systems, OurDay (Workday), Kronos, Redcap, or similar scheduling and administrative platforms Experience with billing reconciliation, report generation, utilization tracking, or administrative data management Experience supervising or training administrative support personnel Experience coordinating tours, informational sessions, vendor demonstrations, facilitator training, or other outreach activities Experience supporting executive-level calendars, meetings, agendas, and internal or external communication Additional Job Description Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent) If you like working with energetic enthusiastic individuals, you will enjoy your career with us! The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need. Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: #J-18808-Ljbffr