UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology

Job Description Summary

The Administrative Coordinator II serves as the senior administrative lead for the Department of Obstetrics & Gynecology. This position is responsible for aligning and supervising the administrative support structure for all departmental faculty, centralizing workflows, and managing the daily operations of the office. The role provides high-level executive support to the Department Chair, oversees faculty promotions, tenure, appointments, and contract processes, and manages high-level faculty recruitment and onboarding. The Administrative Coordinator II resolves escalated administrative and personnel issues, standardizes processes across the department, and supports mission-critical academic and operational initiatives. The role works closely with the Vice Chair of Finance and Administration, departmental leadership, and institutional partners to maintain efficient, compliant, and professional administrative services.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000987 COM Obstetrics & Gynecology CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

47,588.00 - 67,817.00 - 88,047.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Preferred Education, Work Experience, and Skills:

• Bachelor’s degree preferred; equivalent combination of education and experience considered.

• Minimum 3–5 years of progressively responsible administrative experience, preferably in an academic medical center.

• Supervisory experience is strongly preferred.

• Demonstrated ability to manage sensitive information with discretion.

• Strong communication, organizational, and project management skills.

• Ability to work independently, prioritize multiple tasks, and meet deadlines.

Duties and Responsibilities:

• Executive Support to the Department Chair (25%)

• • Serves as Executive Assistant to the Department Chair; provides advanced administrative support to the Senior Medical Director for Women’s Health and the Business Administrator.

  • Manages the Chair’s email, mail, correspondence, and sensitive communication. Prepare letters including faculty and student recommendations.

  • Maintains complex calendars; schedules meetings; coordinates clinical schedule and leave submission in Qgenda with MFM administrative support.

  • Coordinates travel arrangements, conference registrations, annual memberships, credentialing, and license renewals for the Chair.

  • Prepares travel reimbursements with complete supporting documentation and submits to fiscal staff within required timelines.

  • Maintains and updates the Chair’s CV, goals, and annual reporting materials; enters evaluations and required documents into Interfolio.

  • Drafts, edits, and compiles documents, reports, and presentations for the Chair, including the Annual Chair Report.

  • Attend monthly Faculty Meetings and quarterly Faculty Retreats to record minutes and provide onsite executive-level support.

• Administrative Staff Supervision & Workflow Alignment (35%)

• • Supervises all division administrative coordinators as well as the HR Coordinator; manages hiring recommendations, onboarding, workflow assignment, training, and annual performance evaluations.

  • Aligns administrative support across all divisions, reallocates tasks as needed, and ensures consistent service quality for 52 faculty.

  • Serves as the primary contact for escalated administrative, operational, and workflow issues.

  • Develops and implements standard operating procedures (SOPs) that centralize and standardize administrative functions including travel processing, purchasing, calendaring, letters, meeting support, and promotion packet preparation.

  • Leads centralization and streamlining of departmental workflows to improve efficiency and reduce variability in administrative processes.

• Office Management & Operations Oversight (15%)

• • Oversee the daily operations of the administrative office, ensuring all equipment, workspaces, and facilities function effectively.

  • Manages maintenance and fix-it requests, HVAC issues, lighting, phones, security access, and furniture procurement and movement.

  • Coordinates equipment, computer, and phone needs, working closely with COEE IT to schedule updates, repairs, and replacements.