UNIV - Administrative Coordinator I - Utilities & Energy - Facilities Management

Administrative Support (25%) - Provide comprehensive administrative support to the Executive Director Utilities and Energy by managing and maintaining the director's calendar, including scheduling meetings, appointments, and conference calls. Initiate, edit, prepare, and mail confidential correspondence and work orders. Prepare and distribute documents and reports to Operations staff and other departments. Record and distribute meeting minutes for executive management promptly. Ensure exceptional customer service to employees and vendors in daily operations. This includes word processing, creating spreadsheets, and serving as the central scheduler for Engineering & Facilities using the university scheduling system (25Live). Assist the shops with special projects, while offering support for other projects as needed.  Responsible for the departmental mail.  

Timekeeping (15%) - Work closely with University and MUHA Payroll staff to ensure accurate and timely payroll processing for Facilities Maintenance. Calculate on-call hours for technicians, monitor E-leave records for approval or refusal, and flag discrepancies or potential problem trends (e.g., excessive tardiness, PTO, overtime) to supervisors and the director. Ensure all edits are made in OurDay for supervisor approval and monitor FMLA and Workers' Compensation cases to ensure timecards are accurate.  

Training (15%) - Assess training needs for all new and existing employees, inform them about training options, and coordinate, maintain, and track records for Driver Defense classes, general and mandatory training for zone and shop personnel. Develop training schedules for asbestos training, defensive driving, above ceiling, forklift operation, and more. Monitor training certifications and ensure compliance, while also preparing travel reimbursement requisitions as required.  

Inventory/Surplus (10%)- Serve as the inventory liaison for Engineering & Facilities by annually verifying all major movable assets for Property Control. Accurately enter data and maintain records for asset acquisitions throughout the year. Enter surplus items into appropriate surplus system. 

Procurement Services (15%) - Perform and oversee procurement services for all Utility and Energy Department (excluding FRC/HVAC/Controls) including creating, monitoring, and ensuring the completion and submission of purchase orders for payment. Process employee and vendor parking permit requests accurately. Manages purchasing functions for Utility and Energy – requesting quotes, submitting work orders, facilitating vendor visits, etc. Manages procurement transactions including purchase order requests, requisitions, invoicing and payment of invoices, change orders, SIR, and other miscellaneous transactions with vendors and Finance Departments. Coordinates after hours parking passes and emergency response passes. Assists with billing and accounts receivables for Utilities and Energy. Includes reconciling payments received against actual costs, invoicing for late/short payments, and managing customer questions and correspondence. 

Fleet Management (10%) - Ensure that all database files containing vehicle, insurance, and driver information are accurate and up to date, covering the entire fleet inventory and all authorized drivers. Create and produce correspondences related to new fleet acquisitions and the sale of assets. Meet regularly with the Accident Review Board to interpret and align with State Fleet policies, as they pertain to MUSC/State Fleet program requirements. Maintain accurate records for all facility drivers. Ensure 100% accuracy in fleet inventory and driver records through monthly audits. Create and send correspondences within 5 business days of new acquisitions or asset sales. Attend and participate in at least one Accident Review Board meeting per quarter. Regularly update and audit database files by setting time aside each month. Automate alerts for key deadlines such as insurance renewals or asset sales. Ensure timely correspondence through the use of templates and tracking tools. Accurate fleet and driver information is critical for compliance with State Fleet policies and organizational safety. Maintaining these records also supports accountability and efficient fleet operations.  

Other Duties (10%)- Performs other administrative duties as requested by the Executive Director of Utilities and Energy and/or the Department Administrator. Assist with various ad-hoc administrative tasks to ensure the smooth functioning of the department. These duties may include, but are not limited to, coordinating departmental events, assisting with project management, preparing reports or presentations. Additionally, the individual may be asked to support the Department Administrator with scheduling meetings, managing communications, and responding to departmental inquiries. 

Collaborates with Administrative Coordinators to cross-train on key responsibilities, ensuring seamless coverage and support as needed.