UNIV- Administrative Coordinator I, Division of Occupational Therapy, Department of Rehabilitation Sciences, College of Health Professions - MUSC

Job Description SummaryThis role is responsible for strategically planning, coordinating, and executing a broad range of complex administrative operations in support of the Department of Rehabilitation Sciences and the Division of Occupational Th...

Job Description Summary

This role is responsible for strategically planning, coordinating, and executing a broad range of complex administrative operations in support of the Department of Rehabilitation Sciences and the Division of Occupational Therapy’s Residential Programs that is housed within the College of Health Professions.

The individual filling this position must be able to interpret agency and accreditation policies, procedures, rules, regulations, and program services. The ability to plan, organize, and maintain program and student data and files for accreditation and special projects is essential. The candidate must have the ability to communicate effectively, handle simultaneous projects, and meet deadlines on time. The ability to maintain confidentiality and establish good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office, including Microsoft Word and Excel, are required, and knowledge of Microsoft PowerPoint desired. The role requires flexibility, a strong sense of initiative, and the ability to adapt quickly to changing department needs. This role demands exceptional organizational and time-management skills to ensure the department's continued efficiency and success.

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

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000227 CHP - OT

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

25% CARES Clinic Support
Oversees the organizational and administrative aspects of the Community Aid, Relief, Education and Support Clinic (CARES) Therapy student-run free Clinic, a highly visible and dynamic program. Manages complex online documentation systems. Updates and maintains policy and procedures for the CARES therapy clinic. Assists students with the organization of interviews and training of all CARES committee members. Support marketing, newsletters, and patient and clinician recruitment for CARES Therapy. Provides a critical role in strategic clinic initiatives, including marketing, recruitment, and fundraising activities. Optimize clinic workflows and enhance patient scheduling systems, serving as the primary point of contact for patient scheduling and referrals, coordinating student volunteers, scheduling clinicians, coordinating interpreter services, and providing key insights for clinic improvements. Provides visionary assistance along with CARES faculty in ideas to improve the CARES therapy clinic. Provides support for supply requests, and travel arrangements related to the CARES Therapy Clinic. Provide administrative support to the CARES director.

15% Executive Division Support
Plans, coordinates, and performs administrative support services for the Division Director and Occupational Therapy Program Director, Assistant Director, and the Occupational Therapy Post Professional Program Director including preparing sensitive correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; and maintaining calendars and scheduling appointments. Organize and maintain electronic and paper files. Provide a key role in planning large-scale division initiatives, ensuring all executive needs are met with precision.

15% General Program Support
Plans, coordinates and performs a wide range of programmatic duties essential to the smooth operation of the Occupational Therapy Residential Programs as part of the Division of Occupational Therapy. Utilize a proactive approach to managing administrative tasks, including responding to high-level inquiries, providing comprehensive support to faculty and students, and ensuring that all division-related deadlines are precisely met. Submit website edits and ensure accuracy. Responsibilities extend to maintaining detailed division calendars, managing sensitive documents, and ensuring prompt responses to high-priority emails. Duties include answering phones, assisting faculty, students, and visitors, distributing division mail, processing copy requests, and assisting faculty and staff in meeting critical deadlines. Maintains division email distribution lists. Performs other administrative support functions and special projects as requested. Provides step-by-step instructions for students interested in a work-study position to complete before beginning employment. Organizes and oversees the management of federal work-study student tasks. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.

15% Purchasing and Travel Support
Manage complex purchasing and travel requests for the Occupational Therapy Residential Program. Ensures documentation is complete and filed with accuracy. Track annual travel requests by faculty. Prepare faculty travel estimates for approval. Ensures faculty travel requests are accurate and approved before submitting to the Procurement Specialist II for processing. Timely and accurately complete faculty expense reports. Prepares supply and equipment requests and supporting documentation for all purchases. Coordinates the purchase of equipment and all supporting documentation for the Occupational Therapy Residential Programs as part of the Division of Occupational Therapy.

10% Accreditation Support

Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for Division Director. Communicates with faculty and adjuncts to gather information for appendices and assembles a draft of appendices. Updates and maintains the student handbook. Tracks and maintains updates to the strategic plan and progress toward objectives.

10% Special Event Management

Assume leadership of event management and logistical coordination for high-profile Division of Occupational Therapy events. Make travel arrangements and develop itineraries for division guests, continuing education conference attendees, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new division personnel. Manages all logistical preparation for the Occupational Therapy Advisory Board meetings. The individual will also oversee large-scale OTD division events, such as the Maralynne D. Mitcham Lectureship and Alumni Luncheon, requiring strong project management skills and the ability to handle multiple events simultaneously. Provides administrative support for program board communication and events as well as continuing education programs and conferences. Provides administrative support for residential OTD program and Division events.

5% Department Administrative Support

The individual will serve as a key resource for the Department of Rehabilitation Sciences and its divisions and programs, providing high-level administrative support during periods of increased workload, staff absences, or other assignments as requested.  

5% Other Duties

As assigned, the individual will be expected to take on additional responsibilities to further support the division and department’s strategic initiatives. This may include ad-hoc projects, support during peak workload periods, or providing other administrative support.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two 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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