UNIV - Administrative Coordinator I, Division of Occupational Therapy: Hybrid, Department of Rehabilitation Sciences

Job Description Summary

This role is responsible for coordinating and executing a broad range of complex administrative operations in support of the Department of Rehabilitation Sciences and the Division of Occupational Therapy’s Hybrid Program, which is housed within the College of Health Professions.

The individual filling this position must be able to interpret agency and accreditation policies, procedures, rules, regulations, and program services. The ability to plan, organize, and maintain program and student data and files for accreditation and special projects is essential. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to support the team and enhance productivity. Additionally, the Administrative Coordinator will support the Program Coordinator II, assist with lab and program activities, create marketing and social media content with guidance from the marketing team, and support the curriculum coordinator and committee administrative tasks. The candidate must have the ability to communicate effectively, handle simultaneous projects, and meet deadlines on time. Maintaining confidentiality and establishing good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office, including Microsoft Word and Excel, is required, and knowledge of Microsoft PowerPoint is desired. The role requires flexibility, a strong sense of initiative, and the ability to adapt quickly to changing department and program needs. This role demands exceptional organizational and time-management skills to ensure the department's continued efficiency and success.

This position offers the flexibility to work remotely; however, it will require some on-site presence, and thus, the candidate must reside locally to the Charleston area. On-site presence is required to prepare for and clean up after labs, attend lab immersion sessions, and other special events as requested. The role reports to the Program Coordinator II of the Department of Rehabilitation Sciences.

To apply, include a detailed employment history, resume, cover letter, and a list of three professional references.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001348 Human Resources Administration

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

30% General Program Support

Plans, coordinates, and performs a wide range of programmatic duties essential to the smooth operation of the Occupational Therapy Hybrid Program as part of the Division of Occupational Therapy. Utilize a proactive approach to managing administrative tasks, including responding to high-level inquiries, providing comprehensive support to faculty and students, and ensuring that all division-related deadlines are precisely met. Submit website edits and ensure accuracy. Responsibilities include maintaining detailed division calendars, managing sensitive documents, and ensuring prompt responses to high-priority emails. Duties include answering messages (Zoom calls or emails), assisting faculty, students, and visitors, distributing program mail, processing copy requests, and assisting faculty and staff in meeting critical deadlines. Maintains program email distribution lists. Performs other administrative support functions and special projects as requested. Provides step-by-step instructions for students interested in a work-study position to complete before beginning employment. Organizes and oversees the management of federal work-study student tasks. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.

20% Executive Division Support

Plans, coordinates, and performs administrative support services for the Hybrid Program leadership team, including preparing sensitive correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; scheduling on-campus resources for hybrid faculty, and maintaining calendars and scheduling appointments. Organize and maintain electronic and paper files. Provide a key role in planning large-scale division initiatives, ensuring all executive needs are met with precision.

10% Purchasing and Travel Support

Manage travel requests for the Occupational Therapy Hybrid Program. Ensures documentation is complete and filed with accuracy. Track annual travel requests by faculty. Prepare faculty travel estimates for approval. Ensures faculty travel requests are accurate and approved before submitting for processing. Timely and accurately completes faculty and adjunct faculty expense reports. Prepares supply and equipment requests and supporting documentation for all purchases. Coordinates with the Program Coordinator II to ensure receipt of equipment, maintenance records of equipment, and all supporting documentation for the Occupational Therapy Hybrid Program as part of the Division of Occupational Therapy.

10% Social Media and Marketing

Develops and implements social media and marketing strategies for the Hybrid OTD program in collaboration with the Program Director and the College of Health Professions Marketing and Recruitment team. Responsible for creating engaging and informative digital content using tools such as Canva and other media platforms to support program visibility and recruitment efforts. Maintains a structured content calendar to ensure consistent messaging and timely promotion of program milestones, application deadlines, faculty highlights, and student achievements. Monitors engagement metrics to assess campaign effectiveness and adjust strategies accordingly. Ensures alignment with college branding guidelines and contributes to broader marketing initiatives to enhance the program’s presence across multiple platforms.

10% Accreditation Support

Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for the Hybrid Program Director. Communicates with core faculty and adjuncts to gather information for appendices and assembles a draft of appendices. Updates and maintains the student handbook. Tracks and maintains updates to the strategic plan and progress toward objectives.

10% Special Event Management

Assist in planning and organizing company events, meetings, and conferences, including logistical coordination for high-profile Program or Division events, whether in-person or Zoom-based virtual events. Responsibilities include making travel arrangements and developing itineraries for program or division guests, continuing education conference attendees, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new program personnel. The individual will also oversee large-scale OTD division events, which require strong project management skills and the ability to handle multiple events simultaneously. Provides administrative support for program board communication, events, continuing education programs, and conferences. Provides administrative support for the hybrid OTD program and Division events.

5% Department Administrative Support

The individual will serve as a key resource for the Department of Rehabilitation Sciences and its divisions and programs, providing high-level administrative support during periods of increased workload, staff absences, or other assignments as requested.  

5% Other Duties

As assigned, the individual will be expected to take on additional responsibilities further to support the program, division, and department’s strategic initiatives. This may include ad-hoc projects, support during peak workload periods, or providing other administrative support.

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 job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (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.

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