UNIV- Administrative Coordinator II - Department of Obstetrics & Gynecology

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. The position supervises the administrative support structure for all departmental faculty, centralizes workflows, and manages daily office operations. The Coordinator provides high-level executive support to the Department Chair, oversees faculty promotions, tenure, appointments, and contract processes, and manages recruitment and onboarding. The role resolves escalated administrative issues, standardizes processes across the department, and supports mission‑critical academic and operational initiatives.

The Coordinator works closely with the Vice Chair of Finance and Administration, departmental leadership, and institutional partners to maintain efficient and compliant administrative services.

Responsibilities

• Executive Support to the Department Chair (25%)
  • Executive assistant duties for the Chair and Senior Medical Director for Women’s Health.
  • Manage the Chair’s email, mail and sensitive communications; prepare letters and recommendations.
  • Maintain complex calendars, coordinate clinical schedules and leave in Qgenda with MFM support.
  • Arrange travel, conference registrations, memberships, credentialing and license renewals.
  • Prepare travel reimbursements and submit to fiscal staff.
  • Update the Chair’s CV, goals and annual reporting materials; enter data into Interfolio.
  • Draft, edit and compile reports, presentations and the Annual Chair Report.
  • Attend monthly Faculty Meetings and quarterly Retreats to record minutes and provide on‑site support.
• Administrative Staff Supervision & Workflow Alignment (35%)
  • Supervise all division administrative coordinators and the HR Coordinator; oversee hiring, onboarding, workflow assignment, training and performance evaluation.
  • Align administrative support across divisions, reallocate tasks and ensure consistent service quality for 52 faculty.
  • Serve as the primary contact for escalated administrative, operational and workflow issues.
  • Develop and implement SOPs for travel, purchasing, calendaring, letters, meetings and promotion packets.
  • Lead centralization and streamlining of departmental workflows to improve efficiency.
• Office Management & Operations Oversight (15%)
  • Oversee daily office operations, equipment, work spaces and facilities.
  • Manage maintenance requests, HVAC, lighting, phones, security access and furniture procurement.
  • Coordinate equipment and IT needs with COEE IT.
  • Assist with annual budget for technology and equipment.
  • Verify annual space allocation, manage office moves and track state asset inventory.
• Faculty Promotions, Tenure & Recruiting (15%)
  • Oversee faculty promotions, tenure, appointments, contract renewals and HR processes.
  • Manage recruitment, candidate communication, interview scheduling and offer preparation.
  • Coordinate comprehensive onboarding with HR, clinical operations, IT and academia.
  • Support chair‑level faculty evaluation including data gathering and Interfolio entry.
• Event, Meeting & Program Coordination (5%)
  • Manage departmental events, faculty meetings and retreats.
  • Secure event space, calendar invitations, agendas and materials; record minutes.
  • Coordinate vendor contracts, speaker arrangements and AV requirements.
  • Order catering and handle onsite logistics.
• Website, Communications & Marketing (5%)
  • Serve as the Department’s website and marketing facilitator.
  • Maintain and update provider clinic and academic sites in Sitecore and Yext.
  • Edit MUSC OB/GYN Education site and coordinate content updates.
  • Upload communications to the Horseshoe site and update Outlook distribution lists.
  • Lead special projects involving operational improvement, strategic planning and data collection.

Qualifications

• 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.
• Strong supervisory experience desirable.
• Demonstrated ability to manage sensitive information with discretion.
• Strong communication, organizational and…