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 Associate Dean for Finance, Administration, and Strategic Partnerships. Key responsibilities include assisting with personnel processes, maintaining HR-related databases, coordinating faculty onboarding, and overseeing timekeeping and FMLA tracking. Acting as a central liaison across departments, this position plays a vital role in promoting administrative efficiency and delivering a seamless experience for faculty, staff, and leadership.

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

47,588.00 - 67,817.00 - 88,047.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Minimum Qualifications:

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.

Preferred Qualifications:

-3+ years of administrative experience in a higher education, healthcare, or large organizational setting.

-Demonstrated experience with HR processes, such as onboarding, timekeeping, FMLA, and personnel file management.

-Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams) and familiarity with collaboration platforms (e.g., SharePoint, Box).

-Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.

-Excellent written and verbal communication skills, with the ability to interact professionally with faculty, staff, and leadership.

-Strong attention to detail and accuracy, especially in data tracking and document preparation.

Job Duties:

35% Provides administrative support to the College HR business manager. Responsibilities include updating organizational charts, assisting with position description (PD) updates, tracking annual mandatories, maintaining and updating HR-related databases, and compiling the weekly new hires list.  Under the direction of the HR Business Manager, serves as the coordinator for the College of Nursing (CON) Personnel Board, collecting required documentation, reviewing for completeness, and preparing full submission packets. Ensures the timely and accurate progression of materials through the review and approval process and accurate review and approval process.

25% Under the direction of the Lead Administrative Coordinator, supports the faculty onboarding process by collaborating with program leaders and their administrative staff to develop orientation itineraries for incoming faculty. Coordinates with key stakeholders—including HR, IT, and other departments—to ensure a smooth and comprehensive onboarding experience for College of Nursing (CON) faculty. Provides support managing the adjunct faculty onboarding and recruitment activities, including posting job openings, collecting required documentation, and assisting with the preparation and processing of semester contracts.

20% Provides general administrative support to the ADFA, with occasional 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. 

10% 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. 

5%- As part of the CON administrative coordinator team, shares in cross coverage during team absences. Assists with and provides coverage to ensure necessary staffing is on-campus during operating hours to include coverage during approved leave and telework days.

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