UNIV - Program Coordinator II, College of Health Professions, Department of Rehabilitation Sciences, Division of Occupational Therapy - Hybrid

Job Description Summary

This role is responsible for the strategic planning, coordination, and execution of complex program operations supporting the Department of Rehabilitation Sciences and the hybrid Occupational Therapy Doctorate (OTD) program within the College of Health Professions. The individual in this position must adeptly interpret and apply agency and accreditation policies, procedures, regulations, and program requirements. Exceptional communication skills, the ability to manage multiple projects concurrently, and the capacity to meet deadlines with precision are imperative.

Maintaining confidentiality and fostering productive working relationships with faculty, staff, students, support departments, and the public are fundamental to this position. Proficiency in Microsoft Office applications, including Word and Excel, is required, with knowledge of PowerPoint considered an asset. The role demands flexibility, initiative, and the ability to adapt to evolving departmental priorities. Outstanding organizational and time-management skills are essential to sustaining operational efficiency and advancing departmental success.

Operating with minimal supervision, this position oversees the detailed logistics and operational management required to implement the hybrid Occupational Therapy Doctorate (OTD) program. The role emphasizes the efficient organization and maintenance of data and processes while ensuring the timely and professional execution of all activities. Collaboration with faculty and staff is critical to coordinating the seamless delivery of on-campus lab immersion sessions. Advanced skills in logistics, communication, executing strategic activities, and negotiation are required to support the program’s success.

This position may offer the flexibility to work remotely, provided the candidate resides locally in the Charleston area. On-site presence is required during lab immersion sessions and as requested. The role reports to the Administrative Manager II of the Department of Rehabilitation Sciences.

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

30% Administrative Operations
Provide strategic and operational oversight for the hybrid OTD program, acting as the logistics and operations manager during on-site lab immersion sessions. Collaborates with the hybrid Doctor of Physical Therapy (DPT) Program Coordinator II routinely to optimize and coordinate the shared access and use of lab space and storage. Develop, implement, and continuously improve innovative processes and procedures that streamline program operations, enhance resource utilization, and adapt to the evolving needs of hybrid education. Tracks and maintains updates to the strategic plan and progress toward objectives for the program.

Oversee the logistics for 11 full-time faculty, over 50 temporary faculty, and 225 students estimated at 75 students organized into three cohorts. Facilitate the seamless planning and execution of two 10-day lab immersion sessions per semester for each cohort, with each session involving 6-10 full-time faculty and 25 temporary faculty. Act as the primary liaison between the OTD hybrid program and key stakeholders, including property representatives, MUSC public safety, residential OTD program administrative staff and other institutional departments. Proactively identify and address logistical challenges, ensuring all aspects of program delivery meet the highest standards.

Manage student and faculty access to learning labs, ensuring all spaces are prepared to meet instructional objectives with necessary supplies readily available. Organize and coordinate staff coverage during on-site sessions, working in close collaboration with the hybrid program director or assistant program director, faculty leadership team, student services staff, Accountant/Fiscal Analyst III, and Administrative Manager II. Design and implement staff workflows to maximize efficiency and support during high-demand periods. Ensure all operations are conducted within established budget parameters, maintaining fiscal responsibility.

25% Purchasing and Inventory
Oversee budget reports with the director and Administrative Manager II and manage complex purchasing operations, including the procurement of products and supplies, ensuring strict adherence to quality assurance standards, safety protocols, and State procurement policies and procedures. Coordinate and maintain the inventory of expendable supplies and equipment, ensuring resources are available to meet program needs. Prepare detailed purchase requests and supporting documentation for all transactions, ensuring accuracy and compliance.

Utilize the State-issued purchasing card in full accordance with the State Procurement Code, ensuring all expenditures are properly allocated and documented. Promptly identify and report any unauthorized purchases to the University Procurement Purchasing Card Liaison, maintaining transparency and accountability in all procurement activities.

15% Travel Logistics
Collaborates with procurement to develop contracts for program management to ensure operation and logistics for travel arrangements for Occupational Therapy Doctorate (OTD) faculty and temporary faculty, including for lab immersion sessions. Organize hotel accommodations and flight bookings in compliance with university travel policies and procedures. Ensure adherence to the university’s travel reimbursement protocols, facilitating timely and accurate reimbursements for all travelers.

Prepare and submit expense reports for faculty and temporary faculty in full alignment with State and MUSC policies and procedures. Collaborate with the Procurement Specialist II and Accountant/Fiscal Analyst III to identify and secure appropriate housing and transportation options for lab immersion sessions, ensuring logistical needs are met efficiently and cost-effectively.

10% Financial Management
Supports the director, Administrative Manager II, and Accountant/Fiscal Analyst III in annual budget preparation, offering critical financial insights and recommendations to guide decision-making. Identifies resource needs, growth expectations, faculty recruitment plans, and other factors impacting the upcoming fiscal year. Budgets using historical trends and future projections, incorporating grant impacts, clinical contract increases, and approved strategic initiatives within the department. Ensures timely submission of the annual budget to the Administrative Manager II in alignment with CHP guidelines.

Performs monthly budget-to-actual reviews to identify variances, trends, and opportunities for improvement. Adjusts the budget as needed and provides variance analyses. Oversees the preparation and maintenance of fiscal records, including expenditures, encumbrances, commitments, and projected needs, ensuring full visibility of all program revenue and expenses. Monitors compliance with approved budgets and analyzes financial commitments from all sources.

Monitor and ensure compliance with the approved operational budget for the hybrid OTD program. Track and review cash balances, verifying the accuracy of Accounts Receivables and ensuring the timely processing and receipt of all invoices. Maintain and update actuals reports to provide accurate and actionable financial data.

10% Human Resources
Collaborate with the director to assess staffing needs and coordinate the recruitment of approximately 100 temporary faculty annually for the hybrid Occupational Therapy Doctorate (OTD) program. Work closely with the department’s Human Resources manager to facilitate the timely and efficient onboarding of all temporary faculty.

Design and implement streamlined processes to identify and engage temporary faculty well in advance, ensuring smooth staffing operations and uninterrupted program continuity. Establish clear communication protocols to support alignment between faculty, program goals, and departmental requirements.

10% Department Support
As assigned, perform additional responsibilities to further support the department’s strategic initiatives. This may include ad-hoc projects, support during peak workload periods, or providing other operations-level support.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC005157 CHP - OT Hybrid

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Positions assigned to this class are responsible for the coordination of complex administrative activities and do not have programmatic responsibilities. While supervision is not required, positions may be responsible for supervising administrative, technical, support and/or professional personnel. Coordinates complex administrative, business management and/or support activities. Performs or supervises the performance of activities related to fiscal management, personnel management, procurement, supply services, auxiliary services, etc. Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and the preparation of funding requests. Plans, implements and coordinates special projects or programs; prepares detailed program reports. Formulates and administers administrative policies and procedures. Provides training in administrative/management practices and procedures.

Additional Job Description

Minimum Requirements: A bachelor's degree and two years relevant program experience. 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 squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) 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 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. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

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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