UNIV - Administrative Coordinator I - COM Dean's Office: PRIME

Job Description Summary

Coordinates administrative and programmatic functions of the College of Medicine Pathway Resources & Inclusive Mentoring and Engagement (PRIME) Division. Facilitates and coordinates the efforts of the Senior Associate Dean of Inclusive Excellence, Senior Associate Dean for Pathways, and Associate Dean for Inclusive Excellence including calendar management, travel arrangements and speaking engagements. Facilitates daily administrative operations of the PRIME Division. Coordinates special projects at the request of the Senior Associate Dean for Inclusive Excellence, Senior Associate Dean for Pathways, and Associate Dean for Inclusive Excellence. Assists with daily program and administrative operations of pathway programs and recruitment. Maintains database of pathway program participants. Facilitates and coordinates the efforts of the Senior Associate Dean for Pathways, Associate Dean for Inclusive Excellence, and Manager of Pathway Programs and Recruitment Strategies in fulfilling the mission of increasing participation in pathway programs and successful matriculation into the medical profession.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC004726 COM DO ADMIN PRIME CC

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% - Administrative Support for PRIME Division: Facilitates and coordinates the efforts of the Senior Associate Dean for Pathways, Senior Associate Dean for Inclusive Excellence, and Associate Dean for Inclusive Excellence in fulfilling the mission of inclusive excellence. Maintains and manages the calendars for the Senior Associate Dean for Inclusive Excellence, Senior Associate Dean for Pathways, and Associate Dean for Inclusive Excellence. Manages calendar conflicts, rescheduling, and adjustments, ensuring that all members are prepared for appointments. Meets with Senior Associate Deans and Associate Dean weekly to review calendar for the following week.  Requests and uploads information and materials prior to scheduled meetings. Assists with scheduling of student or trainee advising meetings with the Senior Associate Dean for Pathways, Senior Associate Dean for Inclusive Excellence, and the Associate Dean for Inclusive Excellence. Provides travel support from preparing leave requests and coordinating travel arrangements through preparing travel reimbursement requests. Assists with procurement activities for the PRIME division and completes related duties as needed.  Maintains an organized database or list of all presentations delivered by the Senior Associate Dean for Pathways, Senior Associate Dean for Inclusive Excellence, and Associate Dean for Inclusive Excellence on behalf of the PRIME Division. Organizes and assists with presentation preparation, including coordination of necessary materials, technology, and participants. Maintains publication and article files, updated CVs, and bios for each Senior Associate Dean. Coordinates the program and administrative functions of the College of Medicine Pathway Resources & Inclusive Mentoring and Engagement (PRIME) Division. Serves as a liaison between faculty, trainees, and outside callers. Manages daily administrative operations of the PRIME Division including room scheduling, records and distributes meeting minutes, answers or forwards PRIME email inquiries, and schedules presentations on behalf of PRIME. Follows up with responsible parties for required tasks assigned during scheduled meetings. Checks PRIME email daily and routes/responds messages within 48 hrs. Tracks PRIME Division yearly timeline and maintains a calendar of PRIME activities.

• 30% - Pathway Programs Coordinator:  Assists the Manager of Pathway Programs and Recruitment Strategies with implementation of pathway programs and event planning at the request of the Senior Associate Dean for Pathways and Associate Dean for Inclusive Excellence. Regularly updates a database of past and present pathway participants for each program. Formats Pathway Program Data related to LCME accreditation to be shared with College of Medicine Undergraduate Medical Education committee for each Pathway Program. Collates pathway participant data with current student data to help create tables, graphs, and charts for reports and presentations. Distributes program materials related to pathway programs developed by the Manager of Pathway Programs and Recruitment Strategies. Assists Manager of Pathways and Recruitment Strategies with logistics for all Pathway programs. Maintains an active list of past Pathway Programs Participants. Day to day management of the Paved Path Web Based mentoring program with input on content from the Manager of Pathway Programs and Recruitment Strategies and Associate Dean for Inclusive Excellence.

• 15% - Shadowing Experience Liaison: Works with the Manager of Pathway Programs and Recruitment Strategies, Volunteer Services, and Career Exploration services to assist pathway participants and PRIME advisees with securing valuable shadowing opportunities. Maintains a database of MUSC faculty that allow shadowing opportunities. Tracks pathway program participant involvement yearly. Maintains a contact list of volunteer services liaisons for each MUSC educational/regional health site. Provides updates to Senior Associate Dean for Pathways, Associate Dean for Inclusive Excellence, and Manager of Pathway Programs and Recruitment Strategies on shadowing encounters.

• 10% - Communications support: Distributes newsletters to past and current Pathway Participants with updates from ongoing endeavors in the PRIME Division. Assists Student Services Manager with communication efforts of the PRIME Division. Updates Student Services Manager and COM Communications Team regularly on Pathway Programs.

• 5% - Data Requests/Collection: Runs reports and summarizes data as needed for requests for data regarding pathway programs. Collects data and updates from Manager of Pathway Programs and Recruitment Strategies and Director of Inclusive Excellence for annual report and providing corresponding graphics and charts. Assists the PRIME Division members regarding the overall maintenance and updates of master database.

• 5% - Other duties as assigned: Other duties as assigned by the Senior Associate Dean for Inclusive Excellence, Senior Associate Dean for Pathways, Associate Dean for Inclusive Excellence, Assistant Dean for Resident Inclusion.

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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