UNIV - Administrative Coordinator I - Department of Public Health Sciences

Job Description Summary

Provide administrative coordination to ensure the successful daily operation of the Department of Public Health Sciences. This will include but is not limited to unlocking and opening the DPHS suite daily, retrieving and distributing mail for department members, accepting, signing for, and distributing packages for department members from UPS and FedEx, answering telephones as the Department's receptionist, greeting and escorting visitor(s) to proper location and providing general administrative
support including scheduling meetings and preparing general correspondence. Will serve as the Departmental timekeeper and aid in departmental procurement matters.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001035 COM PHS Administration 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

Job Duties:

15% - Process travel and procurement requests for all faculty and staff including: coordinate domestic and international travel; process travel reimbursements; purchase orders; purchasing card orders; purchase requisitions; miscellaneous transactions; OurDay transactions; and others as requested. Track purchase requests to ensure fully processed, received, and invoices paid.

15% - Provide HR support in coordination with Administrative Coordinator II. Coordinate non-paid application process to include obtaining and submitting applications and ensuring all onboarding requirements are completed in a timely manner. Coordinate affiliate faculty agreements. Coordinate annual performance review completion and annual mandatory training completion for the Department. Serve as point of contact for new hires to orient regarding Department space, keys, phone, etc.

15% - Provide general administrative support to Department faculty and staff. Answer telephones, greet visitors and direct to appropriate faculty or staff member as requested. Assist faculty with updating Interfolio as requested. Receives and distributes incoming mail. Make copies and provide support to other staff, Business Manager or Department Chair as directed. Serve as the Department liaison for Engineering and Facilities, as well as Xerox, and manage all related service requests. Maintain and update Department key log along with distribution of keys. Obtain new keys as needed. Maintain access codes for the Department copier machines and keep a monthly log of individual usages. Ensure all copiers are maintained and well stocked with copy paper. Commented [JS1]: OurDay has simplified timekeeping to where even this might be too much.

10% - Serve as Timekeeper for Departmental employees using OurDay. Maintain accurate and timely reporting for all employees ensuring time entries are submitted and approved each biweekly pay period. Ensure absence requests are recorded accurately and in compliance with MUSC approved policies and required release documentation is obtained from employees to return to work after medical/sick leave according to MUSC policy. Coordinate notification of annual leave cutbacks and Personal Holiday usage prior to the end of the calendar year. Coordinate usage of FMLA and PPL according to MUSC policy. Provide informational guidance to supervisors and employees in accordance with MUSC leave policies.

10% - Maintains DPHS website sections regarding faculty, staff, resources, events, and news items. Coordinates and promotes the department’s public relations and public information activities and programs. Establishes and maintains the department’s newsletter and blog.

10% - Coordinate and record and distribute minutes for the monthly Departmental staff meetings. Assist in the coordination and implementation of the Departmental social functions and workshops to include supply and room coordination and day of support. Serves as point of contact for all conference room scheduling, including securing the necessary equipment requested by faculty and staff. Provide hands-on assistance as needed for scheduled meetings.

5% - Process all telephone service orders for new and existing lines. Maintain and update the Department’s telephone listings. Review monthly telephone bills using the online VeraSMART system for reporting proper billing charges, identifying phone inventory, changes in billing information, erroneous charges and disconnecting unnecessary phone lines. Schedule and set up conference calls via the State conference call center or through the Meet-Me-Conference call service.

5% - Inventory and maintain all office and break room supplies on a weekly and daily basis respectively. Keep organized and replenish as needed.

5% - Ship outgoing Department packages via authorized MUSC carrier(s). This includes tracking and investigating any issues regarding package shipment. Receive all incoming packages and ensure distribution to proper recipient following established Departmental guidelines.

5% - Maintain the fixed assets inventory for Department property over $5,000 and ensure items are properly tagged for university records. Serve as property liaison for the Department, performing and preparing annual inventory as required by the University. Tag all incoming equipment under $5,000 and maintain current records of all equipment purchased by the Department. Serve as Surplus liaison. Coordinate submission and pick up requested items. Serve as space liaison for the department. Maintain department space roster/floorplan and provide information for reporting as requested. Audit space on a regular basis.

5% - Other duties as assigned.

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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