Administrative Associate - Human Resources - MUSC Foundation

Job Description Summary

The Administrative Associate provides operational and administrative support for the Foundation's Human Resources function by coordinating recruitment and onboarding activities, personnel administration, workforce reporting, organizational planning support, and day-to-day Human Resources operations. Working under the direction of the Director of Human Resources, the position serves as a key operational resource to Foundation leadership, managers, employees, candidates, and Human Resources partners to ensure the timely, accurate, and compliant execution of Human Resources processes.

Entity

University Medical Associates (UMA) Only Employees and Financials

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC002075 UMA OTHR PAY MUSC Foundation CC

Pay Rate Type

Salary

Pay Grade

Health-29

Scheduled Weekly Hours

40

Work Shift

Job Description

This position exercises independent judgment within established policies and procedures while supporting the implementation of Human Resources initiatives, maintaining organizational data and documentation, coordinating employment-related activities, and assisting with administrative operations that support the Foundation's workforce and organizational objectives.

Job Duties
Recruitment, Hiring, & Onboarding Coordination 40%

• Coordinates recruitment and hiring activities across both University and MUSCP employee groups, supporting the timely and compliant execution of the recruitment lifecycle.

• Serves as a primary point of contact for hiring managers, Human Resources personnel, Foundation leadership, and candidates throughout the recruitment and onboarding process.

• Coordinates candidate movement through the hiring process, including interview scheduling, candidate communications, offer coordination, onboarding logistics, employment documentation, and workforce transitions.

• Supports employee lifecycle activities by coordinating onboarding, monitoring recruitment workflows, facilitating employment-related processes, and assisting with Human Resources initiatives.

• Maintains recruitment, onboarding, and employment records within Human Resources systems to ensure data integrity, timely completion of required activities, and compliance with organizational policies and procedures.

Organizational Planning, Workforce Analytics & Reporting 30%

• Maintains and distributes staffing plans, organizational charts, position inventories, vacancy reports, workforce dashboards, personnel reports, and other workforce planning tools to support leadership decision-making and organizational effectiveness.

• Coordinates organizational planning activities, including position requests, reporting relationship updates, staffing analyses, position tracking, and organizational structure modifications.

• Assists the Director of Human Resources and Foundation leadership with the preparation and maintenance of job descriptions, classification documentation, organizational planning materials, and workforce-related reports.

• Maintains organizational workforce records across both University and MUSCP employee groups to ensure data accuracy, consistency, and alignment with organizational staffing objectives.

Personnel Administration & Compliance 15%

• Coordinates personnel actions associated with employee hires, transfers, promotions, reclassifications, organizational changes, and separations.

• Serves as a resource to managers and employees regarding established Human Resources procedures, onboarding requirements, employment processes, position management activities, and administrative practices.

• Maintains confidential personnel records and required employment documentation in accordance with Human Resources policies, record retention requirements, and applicable regulatory standards.

• Coordinates employment documentation and assists with compliance activities related to Human Resources policies, employment procedures, and organizational requirements.

• Supports the Director of Human Resources in implementing Human Resources initiatives, process improvements, departmental projects, and other operational priorities.

Administrative Operations & Office Management 10%

• Coordinates administrative operations supporting Foundation offices, including workspace assignments, employee moves, facility logistics, conference room scheduling, visitor coordination, and related operational activities.

• Coordinates meeting logistics, administrative support, and event preparations for Foundation leadership, committees, and Human Resources initiatives.

• Coordinates Foundation mail distribution, office supply procurement, inventory tracking, and administrative resources necessary to support daily operations.

• Assists with special projects by coordinating schedules, communications, documentation, project deliverables, and administrative resources.

Other Duties As Assigned 5%

• Supports timekeeping and leave administration activities.

• Assists with employee engagement initiatives, onboarding events, training coordination, and other Human Resources programs.

• Performs additional administrative, operational, and Human Resources-related duties and special projects as assigned.

Additional Job Description

Required Minimum Training and Education: 

• Bachelor's degree or equivalent, and 3-5 years of related professional experience, or an equivalent combination of education and experience.

Knowledge, Skills and Abilities:

• Demonstrated knowledge of human resources, recruitment, onboarding, workforce administration, records management, and general business operations practices.

• Strong organizational, project coordination, and time management skills with the ability to manage multiple priorities, deadlines, and competing demands in a fast-paced environment.

• Excellent interpersonal, verbal, and written communication skills with the ability to effectively collaborate with employees, managers, executives, and external stakeholders.

• Ability to build collaborative relationships with managers, employees, candidates, and external partners.

• Ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive personnel and organizational information with discretion and professionalism.

• Proficiency in Microsoft Office applications and the ability to learn and utilize human resources, payroll, applicant tracking, and other enterprise systems.

• Ability to interpret and consistently apply policies, procedures, and administrative guidelines while providing accurate guidance and support to employees and leadership.

• Ability to identify opportunities to improve processes, solve problems independently, and adapt to changing organizational priorities and workforce needs.

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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees