UNIV-Administrative Coordinator II-College of Nursing

Job Description Summary

This position operates under limited supervision from the College of Nursing, HR Administrative Manager, with indirect reporting to the CON Finance & Administration Administrative Managers and Assistant Dean for Finance and Administration. Manages timekeeping processes for all College of Nursing faculty & staff, in accordance with University policies and procedures. Assists the HR Administrative Manager and Research Administrative Manager with the tracking and validation of employment and funding information. MUSC Purchasing Card liaison for the College of Nursing.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001082 CON Office Of The Dean

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

25% Provides support for general finance and accounting operations. Oversees accuracy of the phone bill on a monthly basis, auditing new line charges, ensuring unnecessary lines are closed and verifying the overall accuracy. Researches and reports on transaction details as needed, requiring skills in searching University systems and reporting accurately on those details. Pulls diverse data and reporting from University systems as needed. Completes journal entries and creates customer invoices in Workday. Tracks Internal Service Delivery invoices and payments in Workday, from submission to completion. Reconciles balances by fund type, and provides available balance reporting as needed. Supports data quality assurance and assists on projects to validate and clean data , requiring the ability to sort, organize and report out data through Microsoft Excel and with the use of Pivot tables. 

20% Independently manages the timekeeping process (via the OurDay reporting system) for all exempt and non-exempt College of Nursing staff and faculty. This includes all classified, research grant, temporary, student employee types in addition to part-time and full-time faculty. Ensures employees are set up with appropriate schedules in the OurDay system. Pulls annual and sick leave balances for employees leaving the College. Tracks the use of holiday time for all CON employees. Pulls timekeeping reports as requested. Manages the College of Nursing portion of FMLA responsibilities, which includes maintaining records of status, documentation, and tracking of time for employee in Box folders. Completes FMLA eligible letter that goes to employee regarding available time for use. Informs the HR Administrative Manager of employee’s start of FMLA and when they will return to work and any necessary documentation that CON is required to maintain for this. 

15% Assists the HR Administrative Manager with the onboarding and offboarding of CON employees.  Sends out weekly upcoming new hire and termination list to involved parties. Through the online CON ticketing system, responsible for alerting CON web developer of new or expired job postings to be added or removed from the CON website. Updates the CON FTE tracker excel spreadsheet on a monthly basis with information provided by the HR manager. Responsible for placing phone technology requests, including the addition and removal of CON phone lines. Responsible for the tracking and validation of employee data including, but not limited to: leave of absence time periods for adjunct faculty, adjunct semester payments, adjunct contract data.  

10% Serves as the College liaison for MUSC Purchasing Card transactions made by CON cardholders. In compliance with State and MUSC policy regulations, assists CON purchasers with the filing and maintenance of electronic records for all CON purchases including but not limited to receipts, invoices, and required backup documentation. Supports employee training on procurement and reimbursement policies and procedures.

10% Completes Foundation check requests (unrestricted funds) and account reconciliation on the MUSC Foundation and MUSC University accounts. Supports the scholarship award process, reconciling scholarship expenses posting to Foundation and University funds. Conducts general audits of Foundation fund (FD006) activity occurring in University accounts. 

10% Assists the HR, Finance and Research manager with the completion of costing allocations, and payroll accounting adjustments for faculty and staff. Initiates and maintains reports on costing allocations and payroll accounting adjustments that are due, in progress, late, etc. These reports will go to managers on a monthly basis. Updates the internal faculty development fund (FE&D) excel spreadsheet monthly using Workday. Quarterly, sends, via email, each account owner their year to date faculty development funds balance (October (July-Sept) January (October-December), April (January-March) and July (April-June). Pulls FE&D balance as requested by faculty. 

5% Provides general administrative support to the Finance and Administration team. This includes supporting general operations and project coordination. Responsible for the scheduling of conference rooms, as needed. Coordinates annual budget meetings through the use of Microsoft Outlook for both in-person and virtual (Teams) with the Finance and Administration team with respective College budget owners. Helps facilitate and plan quarterly F&A team meetings and retreats to include scheduling of activity/ ordering of meals (if applicable), setting up for meeting, etc. Submits any Procurements tickets on behalf of the F&A team into the CON ticketing system. Maintains all MUSC mailing codes in each floor’s breakroom. 

5% Other duties as assigned.

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three 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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees