UNIV - Administrative Coordinator I - College of Health Professions

Job Description Summary

This role would coordinate details and logistics of special events, continuing education workshops, departmental events, and grant workshops/review visits. They will support grant activities such as for COBRE and P2C. They will also serve as the fixed asset contact. This role will also be responsible for maintaining petty cash, as the secondary custodian. They will be expected to coordinate and maintain CHP-C building facilities, space and maintenance. The role also will require some financial duties such as, but not limited to, purchase transactions, allocation of departmental p-card transactions, initiation of travel reimbursements.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000222 CHP - HS&R Admin

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

35% PROCUREMENT: Oversees and is held accountable for procurement transactions for College Research Operations in accordance with policies and procedures. Procurement transactions include travel reimbursements, purchasing card transactions, requisitions, journals, and UMA requests. Works with Accounting Services and Procurement to setup new suppliers. Trains new personnel engaged in creating financial transactions, verifying essential accounting documentation, processing travel reimbursement requests and other tasks as needed. Gathers required documentation for all procurement transactions. Manages dissemination of procurement information to faculty and staff including updates to rules and regulations, process requirements, etc.  

30% CONTRACT MANAGEMENT: Manages contracts and invoice payments related to alternative staffing, advertising, equipment purchases, venue rentals, transcription services, and Professional Service Agreements for College Research Operations as requested by Grant Administrators. Acts as liaison between Legal and procurement departments for contract negotiation, including reaching out to suppliers for agreement with any required changes requested by MUSC. Ensures adherence to institutional financial policies and procedures.

15% SPECIAL ACTIVITIES: Coordinates details and logistics of special events. Supports College Research Operations activities by creating itineraries for meetings and workshops. Coordinates and ensures the registration for participants, ordering and setting up refreshments, food and materials, reserving meeting/conference sites, hotel accommodations, and any other pertinent duties to complete the task. Secures additional insurance as needed from University Risk Management for special events. Provides administrative support as needed for the Department Chair, faculty, and other leadership to include note taking, calendar management, and distribution of emails. Aids with administrative duties for research councils. Manages and, when appropriate, participates in special projects. Conducts inquiries and special assignments and maintains specialized records and reports.

10% FIXED ASSETS: Serves as a Fixed Assets contact for College Research Operations, which includes but is not limited to: coordination of the fixed assets inventory, preparing fixed asset paperwork for new purchases, ensuring all new equipment is appropriately tagged. Requests approvals from University Risk Management and Fixed Assets when equipment is required to be transported offsite. Maintaining Inventory Database and completing the annual inventory reports within the deadline. Coordinating the surplus process of outdated equipment and submitting paperwork. Reporting all known stolen equipment and processes insurance claim form with University Risk Management.

10% CASH MANAGEMENT: Responsible for maintaining petty cash and gift card renumeration for College Research Operations in accordance with guidelines and keeps accurate records of all outlays of cash and other forms or remuneration. Accountable for managing all payments and maintaining accurate documentation.

Band: 5

MUSC Minimum Training and Experience 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.

MUSC 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.
Must be ambidextrous.
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
Ability to work in dusty areas. (Infrequent)

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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