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Medical University of South Carolina UNIV - Special Projects Coordinator - South Carolina Clinical & Translational Research (SCTR) in Charleston, South Carolina

FLSA: Salaried

Job Summary: The Special Projects Coordinator reports directly to the SCTR Science Development Officer and interacts regularly with Executive Leadership, Primary Administrator, Finance Office, and Program Directors and Managers to support the overarching mission of the South Carolina Clinical and Translational Research (SCTR) Institute. This position is responsible for the organization of state-wide scientific retreats, symposia, webinars, executive leadership meetings, institute-wide staff meetings and retreats, and other SCTR events; coordinating and administering internal funding opportunities; supporting internal programmatic communications; and activities related to grant and progress report development, research and program publication development, and scientific communications.

Payscale Salary Range: UNIV-Band 6: $40,759.00 - $58,086.00 - $75,413.00 (min - mid - max)

Job Duties:

  • 30% - Project, Event, and Meeting Management. Responsible for coordination, logistics, and communication of SCTR’s in-person, virtual, and hybrid events including but not limited to, SCTR Scientific Retreats, Translational Research Day, Mentor Leadership Symposia, Monthly Lunch & Learn, and executive leadership and advisory committee meetings. Co-coordinates SCTR Staff Council, SCTR Staff Retreats, and Quarterly all staff meetings. Contributes to the organization of other events and activities such as STEM festival, Scientific Review Committee Meetings, Mentor Leadership Council, and Scholars Selection Committee meetings in cooperation with SCTR program leaders and managers. Coordinates planning committee meetings for retreats and special events as needed in consultation with program leadership. Maintains meeting notes and follow-ups on discussion topics with program leadership. Proactively consults with SCTR leaders and contributes to the development of program materials, develops and disseminates meeting registration tools, creates and updates reports to monitor registration and communicates with leadership about event metrics. Organizes, prepares, and manages communication to registrants, key-note speakers, and other guests on timing and presentation requirements. Compiles follow-up information on attendance, institutions and organizations represented to inform SCTR program leadership and to be utilized for SCTR’s reporting requirements. Coordinates dissemination and receipt of event evaluations in consultation with SCTR and Program leadership. Ensures that MUSC standards for accessibility of digital content are followed and advises content authors on tools and strategies for creating accessible digital content. Works closely with the Science Development Officer to develop and plan executive meetings including weekly SCTR Leadership Meetings, monthly SCTR Executive Committee meetings, and annual SCTR Program Director Check-Ins, Internal and External Advisory Committee and Health System Leadership meetings. Takes meeting minutes and contributes to organizing action items and reports. Organizes travel (or virtual attendance) and honoraria for external advisory committee members. Interfaces with the SCTR finance office in budgeting and reimbursements for travel, honoraria, catering and other expenses related to events and meetings. Works with the Science Development Officer, Science Writer, Communications and SCTR Program Managers to coordinate events across programs, identify synergies and opportunities for cross program collaboration and cost efficiencies. Engages with program leaders and managers in organizing events. Monitors online request system for project/event management, communications and other materials requests; triages and tracks requests to completion. Collaborates with Communications Manager and Program leaders to develop and market SCTR events internally, to state-wide partners, and NIH-CTSA consortium. Contributes to the promotion of SCTR’s retreats, symposia, webinars, and special events through appropriate social media channels in consultation with program leaders and communications manager. In collaboration with SCTR Communications Manager contributes to report preparation using social media analytics and other relevant data sources to inform ongoing program promotions strategy and development. - (Essential)

  • 20% - Award Opportunity Management. Coordinates and supports SCTR portfolio of award and funding opportunities including opportunity dissemination and application processes. Develops and maintains online application templates in InfoReady, SCTR’s competition application, review and management system, with leadership input. Serves as a subject matter expert and resource liaison; provides program leadership and managers with recommendations for streamlining application processes and use of InfoReady features. Conducts outreach activities with MUSC InfoReady users and serves as the primary contact for other MUSC programs who wish to use InfoReady for award opportunity management. Liaises with InfoReady to coordinate training and communication of product updates and enhancements. Serves as the primary administrator for SCTR’s special commission projects. Monitors application submissions and works closely with leadership to develop and communicate review assignments. Tracks completion of tasks and coordinates awards communication and annual reporting with award recipients. Ensures that MUSC standards for accessibility of digital content are followed and advises content authors on tools and strategies for creating accessible digital content related to funding opportunities. - (Essential)

  • 15% - Website Management. Manages, creates and updates the SCTR internal websites in collaboration with SCTR leadership. Develops and manages SCTR internal web content to ensure online resources and program/service descriptions are accurate and comply with the MUSC accessibility of digital content standards. Works collaboratively with SCTR Leadership, Program Managers and Communications Manager to contribute new resources to enhance online messaging; makes recommendations to SCTR Leadership and Managers to enhance internal messaging. Serves as alternate content editor for SCTR’s externally facing websites as necessary. Works with the SCTR Communications manager to monitor website analytics to assesses the effectiveness of the communication delivery strategies to continually improve the process and SCTR's presence. - (Essential)

  • 10% - Electronic Communication Management. Manages and delivers internal electronic communication for SCTR activities; Designs, develops and delivers strategic research communications for the SCTR Principal Investigator, Primary Administrator and Science Development Officer; Disseminates central communications for SCTR activities, NIH CTSA consortium news and MUSC wide research activities as directed by Research or SCTR leadership; Manages SCTR list serves for email and newsletter communications. Develops and publishes quarterly SCTR Staff newsletter, works collaboratively with program and senior leadership to develop and approve content. Works with the SCTR Communications manager to track newsletter metrics for internal (staff) and external newsletters to assesses the effectiveness of the communication tools and delivery strategies to continually improve the process and SCTR's presence. - (Essential)

  • 10% - Review and curation of SCTR supported grants, and publications. Review and curate SCTR supported grants and publications. Works with SCTR Programs to identify and curate SCTR supported publications, follow-on funding, and intellectual property. Participates in the development and distribution of internal reports and annual progress reports to federal sponsors. Monitors compliance with NIH public access policy. Provides alerts, consultations, and assistance to MUSC research community to enable compliance with making peer-reviewed manuscripts accessible. Manages requests for letters of support, including developing and vetting letters with leadership and tracking and providing updates on outcomes of applications seeking SCTR support. - (Essential)

  • 5% - SCTR Staff Council (SSC) Coordination. Assume a leadership role within the SSC; organizes agenda and meeting minutes; participates in planning internal events including All Staff Meetings and SCTR Retreats, develops and disseminates the SCTR Staff Newsletter featuring important Professional Development and Policy items for SCTR staff. - (Essential)

  • 5% - Publication and Grant Development. Provides support to the Science Development Officer, Science Writer, Principal Investigators, and others for grant and publication development, including conducting literature searches, researching, editing, graphics, formatting, and other support as required. - (Essential)

  • 5% - Special projects. Contributes to other duties as assigned by the SCTR Leadership. - (Essential)

Preferred Experience & Additional Skills: The SCTR Special Projects coordinator is an integral member of the SCTR team and interacts with internal, external, state and national stakeholders to represent SCTR and MUSC. The ideal candidate will demonstrate ease in developing working relationships with a wide variety of internal and external team members, partners, and stakeholders; the ability to coordinate and prioritize a variety of daily responsibilities and functions and effectively pivot to accommodate changing research priorities while meeting overarching program goals; understanding SCTR’s overall mission and the individual goals of its various programs to anticipate needs and identify opportunities for improved communication and collaboration.

Candidates with a Master’s degree and experience in program administration in academic health sciences, public health, or higher educational environments will be given priority. The successful candidate will have demonstrated project management experience and exceptional organizational and verbal and written communications abilities, as well as proficiency in using the MS Office Suite of applications and using virtual platforms to coordinate large meetings and events.

Minimum Experience and Training Requirements: A bachelor's degree and two years relevant program experience.

Physical Requirements: 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. (Frequent) 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 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 20/20 vision, corrected. (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 perform gross motor functions with frequent fine motor movements. (Frequent)