UNIV - Administrative Coordinator I - Department of Neurosciences

Job Description Summary

The Administrative Coordinator I will report to the Department Administrator and support the department’s administrative, academic, and research missions. This position will work closely with students, staff, and faculty and provides high- level administration, project coordination, and operational support to the Department of Neuroscience. Strong organizational, independent thinking, and multitasking skills are essential.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000983 COM NEURO RES Administration CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

30% Administrative and Operational Oversight - Serve as Office manager by

applying a thorough understanding of institutional and departmental policies, procedures, and guidelines to assist faculty and staff. Oversee and manage the day-to-day administrative operations of the department to ensure efficient and effective workflow. Act as a liaison with various internal departments within College of Medicine and central offices (such as Facilities and Finance) to coordinate services, resolve issues, and maintain operations.

• Maintain departmental supplies for workspaces across multiple buildings; help receive and track deliveries and manage key inventory.
• Serve as project manager for office and lab transitions, including planning, and executing lab closeouts, office moves, and space preparation for new faculty and staff
• Manage the department requests for repairs or required tasks and coordinate completion in a timely manner. Keep updated records with office and lab locations.
• Organize and maintain department storage areas and conference rooms. Ensures conference room readiness, including IT equipment functionality and scheduling support.
• Support setup and takedown for department events and speaking engagements.

25% Event planning and logistics support - Assisting with planning and executing department events recurring and ad hoc departmental events (such as WIPs, Seminars, Colloquium, and T32 retreat)

• Coordinate travel arrangements for guest speakers and faculty, including booking flights, hotel, transportation, and other reservations.
• Submitting expenses in a timely manner and keeping records of all event expenses and contracts.
• Serve as liaison for the department and escort speakers and guest around campus and ensuring time adherence to event schedule.
• Assist with annual events like graduate student retreat, holiday party, retirements and other departmental celebrations.

15% Center for Biomedical Imaging (CBI) - Help organize CBI Seminar series (monthly from Sept-June, mostly virtual). Responsible for coordinating with speakers, sending out calendar invites, and recording presentations.

• Meet with CBI director weekly and attend monthly CBI staff meetings
• Facilitate virtual CBI Town Hall Meetings (occur 3 times per year). Including sending out calendar invites, creating announcements, and recording meetings.
• Monitor CBI email account and answer CBI phone number.

10% Timekeeping - Serves as the Timekeeper for the department which consists of ~120 individuals.

• Responsible for ensuring all timekeeping policies and procedures are followed (annual leave, sick leave, LWOP, Comp Time, FMLA, etc.) to stay compliant with all MUSC policies, State laws, and Federal laws. Works with CoE, University Human Resources, and others to resolve all timekeeping issues in a timely manner.
• Maintain overtime, leave, FMLA, and other usage records. Provide reports to managers and Department Administrator in a consistent, timely manner.

10% Communications & Special Projects - Maintain display boards for the department.

• Creates announcements and schedules with speakers.
• Update department highlights via display monitors in several buildings and seminar/meeting schedules as necessary.
• Assist with department communications, including announcements, event notifications, and policy update, in collaboration with the Dept Administrator and Executive Assistant.
• Support special projects assigned by department leadership

10% Backup to Procurement Specialist and HR Coordinator

• Serve as a Pcard holder to help assist with transactions such as reimbursements, invoice payments, and quotes for events.
• Assists with recruitment, hiring, on-boarding and training for new faculty and staff, and off-boarding and lab/office close outs.
• Assists with the visa processing within the department and coordination of the annual personnel evaluation process.

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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