Job Description Summary
The Clinical Programs Administrative Assistant provides essential administrative, operational, and research support for clinical exercise and wellness programs. This role is integral to the daily functioning of programs focused on health promotion, adaptive exercise, and clinical populations. The Administrative Assistant supports program coordination, data management, participant communication, billing, marketing initiatives, and research-related activities, while maintaining confidentiality and HIPAA compliance. This position is ideal for a detail-oriented, highly organized individual who thrives in a collaborative, health-focused environment and is passionate about supporting programs that make a meaningful impact on participant well-being.Entity
Medical University of South Carolina (MUSC - Univ)Worker Type
EmployeeWorker Sub-Type
RegularCost Center
CC002244 ESL Wellness CenterPay Rate Type
HourlyPay Grade
University-04
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
Key Responsibilities
1. Clinical Program Administrative Operations – 40%
Support efficient clinical program operations by organizing and maintaining administrative workflows.
Perform accurate data entry, filing, scanning, copying, and record maintenance in REDCap and the member management system.
Learn and utilize all in-house software systems for registration, program tracking, data management, and communication.
Maintain clear and organized meeting notes, operational documentation, and program records.
Compile and organize program data for budgeting, reporting, and funding or grant-related needs.
Monitor and respond to shared program email inquiries promptly and professionally.
Track instructor availability, including Break in Service dates.
Assist with referral tracking and program maintenance projects.
2. Participant Support & Member Billing – 20%
Manage program registrations and participant communication.
Process payments accurately and apply them to participant accounts.
Monitor outstanding balances and follow up on overdue or delinquent accounts.
Assist in preparing billing summaries, financial tracking reports, and reconciliation as needed.
Provide professional, compassionate customer service to all participants and caregivers.
3. Research, Data Collection & Grant Support – 15%
Assist with research initiatives including data collection, data entry, and reporting.
Support maintenance of REDCap research databases and participant tracking.
Assist with program documentation for funding acquisition and grant procurement.
Provide administrative support for grant writing tasks and reporting requirements.
Maintain confidentiality and adhere to HIPAA compliance standards at all times.
4. Marketing, Outreach & Program Promotion – 10%
Assist in scheduling and organizing marketing initiatives for program promotion and visibility.
Coordinate referral outreach and communication with internal and external partners.
Support participant recruitment efforts through organized communication and materials distribution.
Assist with event and program promotion logistics.
5. Business Management & Team Support – 10%
Serve as part of the management support team assisting with business and participant operations.
Assist with organizing schedules for part-time Wellness Center staff and instructors.
Provide accurate and up-to-date program information to Wellness Center front-line staff.
Support planning and coordination of team meetings, special projects, and events.
Participate in occasional Manager on Duty (MOD) rotations during weekdays, weeknights, weekends, and for special projects.
6. Other Duties as Assigned – 5%
Support additional program needs and operational initiatives as assigned by the Clinical Exercise Program Coordinator and leadership team.
Minimum Education & Experience
High School Diploma or equivalent required
All degrees must be received from appropriately accredited institutions
CPR/AED Certification required within 6 months of hire
Required Qualifications
Ability to work effectively with diverse populations and individuals of all ages
Strong organizational skills with the ability to manage multiple tasks with minimal supervision
Strong problem-solving skills and attention to detail
Excellent verbal and written communication skills
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and office technology
Strong customer service and interpersonal communication skills
Ability to accurately calculate figures, percentages, and financial data
Ability to interpret written, oral, and schedule-based instructions
HIPAA trained or willing to complete training prior to start date
Interest in fitness, health promotion, and clinical or adaptive exercise programs
Preferred Qualifications
Experience with research, data collection, or grant writing
Previous experience working with clinical populations (academic, volunteer, or professional)
Familiarity with REDCap, member management systems, or medical record platforms
Additional Job Description
Minimum Requirements: A high school diploma and two years relevant program experience. A bachelor's degree may be substituted for the required 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. (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. (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 hear and/or understand whispered conversations at a distance of 3 feet. (Frequent) 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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