UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology

About the role

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.

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.
  • Maintains complex calendars; schedules meetings; coordinates clinical schedule and leave submission in Qgenda with MFM administrative support.
  • Covers 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.
  • Attends 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.
  • Led centralization and streamlining of departmental workflows to improve efficiency and reduce variability in administrative processes.
• Office Management & Operations Oversight (15%)
  • Oversees 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.
  • Affords annual budgeting for technology and equipment as needed.
  • Oversees annual space allocation verification, departmental office moves, and State asset inventory tracking.
• Faculty Promotions, Tenure, Appointments, Faculty Contracts, and HR Processes (15%)
  • Oversees faculty promotions, tenure, and appointment processes.
  • Oversees all faculty appointment changes, reappointments, modifications of effort, and annual faculty contract renewals, ensuring timely review and approval by Chair and Vice Chair of Finance and Administration.
  • Supervises high-level faculty recruitment—including job posting facilitation, candidate communication, interview scheduling, visit coordination, and offer packet preparation.
  • Manages comprehensive onboarding for incoming faculty, ensuring coordination across HR, clinical operations, IT, and academic teams.
  • Conducts Chair-level faculty evaluation support, including data gathering, form preparation, and Interfolio entry.
• Event, Meeting, and Program Coordination (5%)
  • Manages major departmental events including Faculty Meetings, Faculty Retreats, departmental gatherings, and other academic or social events.
  • Secures event space, manages Outlook calendar invitations, prepares agendas, slide decks, meeting materials, and records minutes.
  • Coordinates vendor contracts related to events as needed.
  • Coordinates speaker arrangements and ensures receipt of presentations and all required AV/technology needs.
  • Orders catering and manages onsite logistics for efficient event execution.
• Website, Communications, Marketing & Special Projects (5%)
  • Serves as the Department’s Website and Marketing Facilitator.
  • Maintains and updates provider clinic and academic website profiles in Sitecore and Yext; ensures accuracy of faculty information and divisional content.
  • Edits and supports the MUSC OB/GYN Education website; coordinates communication with content owners to ensure updates are timely and accurate.
  • Formats and uploads departmental communications (e.g., hurricane contact lists, policy documents) to the Horseshoe site.
  • Updates digital display systems and manages departmental Outlook distribution lists.
  • Leads special projects for the Chair and Vice Chair of Finance and Administration involving operational improvement, strategic planning, data collection, and departmental initiatives.
  • Provides general departmental support and performs additional duties as assigned.

Qualifications

• 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.
• Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.