UNIV - Program Coordinator I - Psychiatry: NCVC

musc; South Carolina; On-site; USD 30,000 - 52,000; Full time

Job summary

The Medical University of South Carolina (NMVC) is seeking an Administrative/Program Coordinator to provide travel, procurement, and grant reporting support. You will work directly with the NMVC Project Manager and Directors, handling consultant contracts, reimbursements, and documentation for audits and reporting.

Ideal candidates have a bachelor’s degree or equivalent experience, strong MS Office skills, and familiarity with REDCap, Zoom, Teams, and WorkDay. 40-hour week, on-site in Charleston.

Qualifications

• Bachelor's degree or at least two years of experience in program coordination and/or administrative support.
• Experience with office operations, reporting, travel planning, reimbursement processing, and procurement activities.
• Proficiency with Microsoft Office applications; familiarity with REDCap, note-taking tools, Zoom, Teams, and WorkDay is a plus.

Responsibilities

• 35% - Provides comprehensive travel support for NMVC, arranging flights and logistics for project managers, faculty, consultants, and officers.
• 10% - Assists in creating and organizing weekly Center reports and takes minutes for meetings.
• 35% - Assists with procurement activities, uses OurDay, ensures timely payment of invoices, and manages PCard transactions and training.
• 10% - Follows up on action items from weekly meetings and maintains agendas and notes in a shared location.
• 10% - Maintains records of presentations delivered to community audiences and uploads materials to Box.

Skills

Microsoft Office

Excel

Word

PowerPoint

REDCap

Zoom

Teams

WorkDay

Education

Bachelor’s degree

2+ years program coordination/administrative support

Tools

Note-taking tools

Job description

Job Description Summary

This position is responsible for providing administrative, programmatic, and procurement support on an OVC award supporting the National Mass Violence Center (NMVC). This position will provide support to the Project Manager and Project Directors, and other members of the National Mass Violence Center (NMVC). Key responsibilities include maintaining consultant contracts, consultant travel, assisting with procurement related activities and following up with staff to obtain required documentation for grant and MUSC reporting needs. The position will also perform other administrative and logistical tasks as assigned for the NMVC.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Research Grant

Cost Center

CC001052 COM PSYCH NCVC CC

Pay Rate Type

Hourly

Pay Grade

University-GEN08

Pay Range

46,206.00 - 62,322.00 - 78,540.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Hourly

Work Schedule: M-F, 8:30AM - 5:00PM

Job Duties:

• 35% - Provides comprehensive travel support for the National Mass Violence Center (NMVC), including arranging and purchasing flights and coordinating all related logistical needs for project managers, select faculty, consultants and Public Information Officers for events, exhibits, and other program activities. Works directly with travelers to ensure initial travel requests are properly submitted, assists with reconciling expenses upon return, and submits travel reimbursement requests with all required documentation into OurDay.
• 10% - Assists in the creation and organization of weekly reports for Center meetings, responsible for taking minutes of weekly meetings and assists with the preparation of the biweekly report to OVC's funding officer.
• 35% - Responsible for assisting with procurement activities for the NMVC. Duties include learning and utilizing OurDay to support the purchase of goods and supplies for faculty and staff; ensuring timely payment of invoices from consultants; and coordinating special project-related purchases. Serves as an authorized MUSC purchase card (PCard) holder and is accountable for all PCard transactions, including proper reconciliation, documentation, and completion of required annual training.
• 10% - Responsible for following up on all action items identified during weekly team meetings. All agendas, attendance rosters, and meeting notes will be maintained in a shared location accessible to the project team.
• 10% - Maintains a comprehensive record of all presentations delivered to community audiences and conferencesby faculty and staff, ensuring that all materials are uploaded to the designated Box platform for centralized access and archival.

Preferred Education and Training Experience:

Bachelor's degree or at least two years of experience in program coordination and/or administrative support. Experience with office operations, reporting, travel planning, reimbursement processing, and procurement activities. Ability to work effectively in a fast-paced, flexible environment, including collaboration with state and local entities responding to incidents of mass violence. Proficiency with Microsoft Office applications (Excel, Word, PowerPoint preferred); familiarity with REDCap, note-taking tools, Zoom, Teams, and WorkDay is a plus. Strong oral and written communication skills. Demonstrated ability to plan, organize, and prioritize tasks to meet schedules and achieve goals. Ability to exercise sound judgment and discretion in interpreting and applying policies and procedures. Commitment to maintaining professionalism and confidentiality in all communications. Strong work ethic and reliability.

Additional Job Description

Minimum Requirement s: A bachelor's degree and one year relevant program experience.

Physical Requirement s:

(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 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 and ...