UNIV - Administrative Coordinator II - Pharmacology and Immunology

Job Description Summary

The position serves as a strategic partner to departmental leadership, providing executive-level support to the Department Chair and Department Administrator while leading initiatives that support departmental operations, faculty affairs, communications, recruitment, employee engagement, seminars, special events and community-building initiatives.

This highly visible position serves as a central liaison among faculty, staff, trainees, institutional partners, candidates, and external visitors. The Coordinator works independently to manage executive-level administrative responsibilities including sensitive and confidential matters, human resources support and faculty lifecycle processes, coordinates recruitment and onboarding activities, oversees departmental communications and events, and develops initiatives that foster an engaged, collaborative, and inclusive departmental culture.

The successful candidate will combine exceptional organizational skills, project management expertise, discretion, relationship-building abilities, and operational leadership to help advance the department's research and educational missions.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001032 COM PHARM Administration CC

Pay Rate Type

Salary

Pay Grade

University-GEN09

Pay Range

52,100.00 - 70,300.00 - 88,600.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

• 25% - Executive Operations and Leadership Support
  • Serve as the primary administrative and operational partner to the Department Chair and Department Administrator.
  • Manage complex executive calendars, scheduling priorities, leadership meetings, retreats, and strategic planning sessions.
  • Prepare agendas, presentations, reports, correspondence, briefing materials, and executive communications.
  • Track action items, deadlines, and strategic initiatives to ensure timely follow-through.
  • Manage confidential and time-sensitive information requiring independent judgment and discretion.
  • Serve as a liaison between departmental leadership and faculty, staff, institutional partners, and external stakeholders.
  • Support departmental leadership in advancing strategic goals and operational priorities
• 20% - Human Resources, Faculty Affairs, and Academic Administration
  • Coordinate faculty, staff, and trainee personnel processes throughout the employment lifecycle.
  • Assist with recruitment, hiring, onboarding, classification and compensation actions, promotions, transfers, and separations.
  • Coordinate faculty appointments, annual contracts, promotion and tenure activities, and faculty evaluation processes.
  • Partner with departmental leadership, Human Resources, and institutional offices to ensure compliance with policies and deadlines.
  • Serve as departmental liaison for visa sponsorship and immigration-related processes in collaboration with institutional partners.
  • Support faculty recognition, awards, professional development, and retention initiatives.
• 15% - Faculty Recruitment, Candidate Experience, and Professional Programs
  • Lead coordination of faculty recruitment activities from candidate outreach through onboarding.
  • Develop interview schedules, coordinate travel arrangements, manage candidate visits, and facilitate recruitment logistics.
  • Partner with search committees and departmental leadership to create an exceptional candidate experience.
  • Coordinate faculty development programs, leadership initiatives, and professional engagement opportunities.
  • Assist with drafting and posting position announcements and recruitment materials.
• 10% - Employee Engagement, Community Building, and Department Culture
  • Lead departmental initiatives designed to strengthen engagement, collaboration, and organizational culture.
  • Plan and coordinate events that promote community and recognition, including:
    • Annual retreats and strategic planning events
    • Faculty and staff appreciation programs
    • New faculty welcome events
    • Holiday celebrations and social gatherings
    • Graduate student and postdoctoral recognition programs
    • Wellness and employee engagement activities
    • Family-friendly departmental events
  • Develop innovative programs that foster inclusion, collegiality, and employee satisfaction.
  • Partner with leadership to enhance faculty and staff engagement and retention efforts.
• 10% - Seminar, Event, and Visitor Program Management
  • Coordinate departmental seminar series, guest lectures, town halls, workshops, and educational programs.
  • Manage speaker invitations, travel arrangements, itineraries and event logistics.
  • Oversee visiting faculty, candidate, and guest experiences from planning through completion.
  • Coordinate journal clubs, retreats, special events, and departmental gatherings.
  • Ensure events are executed professionally and align with departmental goals and expectations.
• 10% - Communication, Department Visibility, and Administrative Operations
  • Support departmental communications strategies and outreach efforts.
  • Maintain and update departmental websites, faculty profiles, digital displays, newsletters, and communication platforms.
  • Promote faculty, staff, trainee, and research accomplishments through internal and external communications.
  • Draft correspondence, announcements, annual reports, and promotional materials.
  • Serve as a primary point of contact for departmental inquiries, visitors, deliveries, and stakeholder communications.
  • Maintain departmental records, filing systems, organizational documents, and operational resources.
• 5% - Financial Administration, Timekeeping, and Compliance
  • Oversee departmental timekeeping functions and ensure compliance with institutional payroll and leave policies.
  • Serve as departmental liaison for Purchasing Card (PCard) administration, transaction reconciliation, documentation review, and policy compliance.
  • Support audit readiness through accurate recordkeeping, documentation management, and compliance monitoring.
• 5% - Strategic Initiatives and Special Projects
  • Lead special projects and initiatives assigned by departmental leadership.
  • Support strategic planning, organizational development, and implementation of departmental priorities.
  • Assist with development of new programs, outreach initiatives, and operational improvements.
  • Perform additional responsibilities that advance the department’s mission and long-term objectives.

Additional Job Description

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. 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.

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: http://www.uscis.gov/e-verify/employees