UNIV - Administrative Coordinator II - Department of Ophthalmology

Job Description Summary

The coordinator II provides advanced administrative and operational coordination in support of the Department Chair and Vice Chair within the Department of Ophthalmology. This position plays a key role in ensuring the efficient coordination of leadership priorities, departmental meetings, communications, and special events.

The coordinator II serves as a central liaison between departmental leadership, faculty, staff, institutional leaders, and external stakeholders across the University and College of Medicine. The role requires strong organizational and communication skills, the ability to manage competing priorities, and the use of sound judgment when handling highly sensitive and confidential information.

This position supports the operational infrastructure of the department by coordinating leadership schedules, organizing departmental meetings and events, managing physician call schedules, supporting faculty administrative needs, and facilitating communication and collaboration across the department.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000988 COM Ophthalmology 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

Preferred Qualifications:

• Experience supporting senior leadership in an academic medical center or higher education environment.

• Experience coordinating meetings, conferences, and departmental events.

• Familiarity with university administrative systems and travel processes.

Job Duties:

• Executive Leadership Coordination – 30%

  • Provide high-level administrative coordination and support to the Department Chair and Vice

    Chair.

  • Manage and maintain complex calendars, including scheduling meetings, appointments, and

    leadership engagements.

  • Coordinate leadership meetings and prepare agendas, briefing materials, and meeting documentation

    .

  • Draft professional correspondence, letters, and communications on behalf of the Department

    Chair, Vice Chair, and faculty as requested.

  • Respond to and manage email communications on behalf of the Department Chair as appropriate

    .

  • Assist with prioritizing requests and communications directed to departmental leadership.

  • Ensure timely and effective communication from the Chair’s office to faculty, staff, and institutional

    partners.

  • Maintain professionalism and discretion when managing confidential and sensitive information.

• Departmental Meetings, Committees, and Events – 25%

  • Plan, coordinate, and provide logistical support for departmental meetings, conferences, leadership meetings, and special events.

  • Coordinate meeting logistics including scheduling, room reservations, technology needs, materials preparation, and participant communications.

  • Support assigned departmental and institutional committees by coordinating meetings, preparing agendas, and maintaining documentation as needed.

  • Assist with planning and execution of departmental events, faculty recruitment visits, and leadership functions.

  • Attend departmental events as needed to provide operational and logistical support.

  • Assist in coordinating contract-related meetings and discussions involving departmental leadership.

• Departmental Operations and Faculty Coordination – 15%

  • Serve as a liaison between the Chair’s office and faculty, Division Chiefs, Program Directors, and administrative leadership across the University and College of Medicine.

  • Foster productive working relationships with faculty and staff across the Department of Ophthalmology.

  • Assist faculty with administrative needs including updating and maintaining faculty curriculum vitae (CVs) and professional documentation.

  • Support coordination of faculty communications, leadership initiatives, and departmental priorities.

  • Assist with facilitating administrative processes related to faculty contracts and departmental agreements as needed.

• Physician Scheduling and Administrative Coordination – 10%

  • Manage and maintain the physician on-call schedule in coordination with departmental leadership.

  • Ensure scheduling updates are communicated accurately and maintained appropriately.

  • Provide administrative coordination related to physician scheduling and leadership requests as needed.

  • Assist in maintaining accurate scheduling records and departmental communications related to call coverage.

• Travel and Administrative Processing – 10%

  • Coordinate travel arrangements for departmental leadership including itineraries, accommodations, and transportation.

  • Assist with submission and processing of departmental leave requests, travel forms, and related documentation.

  • Ensure administrative processes are completed in accordance with university policies and procedures.

  • Maintain records and documentation related to travel and administrative requests.

• Financial and Fiscal Analyst Coordination – 5%

  • Work collaboratively with the Department Finance Manager to support financial and administrative processes related to leadership activities.

• Other Administrative and Operational Support – 5%

  • Perform additional duties to support the operational and administrative needs of the Department of Ophthalmology.

  • Provide support for departmental initiatives, projects, and leadership priorities as assigned.

  • Assist with special projects that support the strategic goals of departmental leadership.

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.

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