UNIV- Administrative Coordinator I, College of Health Professions, Department of Rehabilitation Sciences, Division of Occupational Therapy - MUSC
Charleston, SC
About the Job
Job Description SummaryPlans, coordinates, and performs a variety of complex administrative functions in support of the Department of Rehabilitation Sciences and the Division of Occupational Therapy within the College of Health Professions. The...
The individual filling this position must be able to interpret agency policies, procedures, rules, regulations, and program services; the ability to plan, organize, and maintain files for accreditation and special projects; and the ability to communicate effectively, handle simultaneous projects, and meet deadlines in a timely manner. The ability to maintain confidentiality and establish good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office including Microsoft Word and Excel are required. Knowledge of Microsoft PowerPoint desired.
To apply, include a detailed employment history, resume, cover letter, and a list of three professional references.
25% CARES Clinic Support
Oversees the organizational and administrative aspects of the Community Aid, Relief, Education and Support Clinic (CARES) Therapy student-run free Clinic. Manages the online CARES documents. Ensures policy and procedures for the CARES therapy clinic are up to date. Assists students with the organization of interviews and training of all CARES Board of Directors (BOD) members. Participates in CARES faculty meetings as a non-voting member of the BOD. Assist in marketing, newsletters, and patient and clinician recruitment for CARES Therapy. Provides administrative assistance with fundraising activities. Assists with patient scheduling as the secondary contact point for patient referrals (fax, phone). Provides visionary assistance along with CARES faculty in ideas to improve the CARES therapy clinic. Assists with registration, travel arrangements, and materials, for student presentations related to the CARES Therapy Clinic. Assists with approval and scheduling transportation for patients who qualify. Provides additional administrative support to CARES as needed.
15% General Program Support
Plans, coordinates and performs division administrative tasks. Duties include answering phones, assisting faculty, students, and visitors, distributing division mail, processing copy requests, and assisting staff and faculty in meeting critical deadlines. Maintains division calendars, supports division faculty with shipments, and maintains division email distribution lists. Performs other administrative support functions and special projects as requested by the Division Director. Provides step-by-step instructions for students who are interested in a work-study position to complete before beginning employment. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.
15% Executive Division Support
Plans, coordinates, and performs administrative support services for the OT Academic Division Director, OT Assistant Director, and the OT Post Professional Program Director including preparing correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; and maintains calendars and schedules appointments.
15% Purchasing and Travel Support
Prepares faculty travel estimates for approvals. Faculty travel requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Complete faculty expense reports. Prepares Supply/Equipment Requests and supporting documentation for all purchases and is responsible for ensuring requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Coordinates the purchase of equipment and all supporting documentation for the division.
10% Accreditation Support
Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for Division Director. Communicates with faculty and adjuncts to gather information for appendices and assembles draft of appendices. Maintains student handbook and updates to the strategic plan and progress towards objectives.
10% Special Event Management
Make travel arrangements and develop itineraries for division guests, continuing education conference attendees, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new division personnel. Manages all logistical preparation for the OT Advisory Board meetings. Coordinate the OT Maralynne D. Mitcham Lectureship and Alumni Luncheon. Provides administrative support for program board communication and events as well as continuing education programs and conferences. Provides administrative support for division events.
5% Department Administrative Support
Supports the Department of Rehabilitation Sciences and associated Divisions with administrative tasks. This includes administrative support for mission-critical tasks, support during high workload in other Divisions, coverage for staff absences, and other assignments as requested.
5% Other Duties
Completes other duties assigned.
Job Description Summary
Plans, coordinates, and performs a variety of complex administrative functions in support of the Department of Rehabilitation Sciences and the Division of Occupational Therapy within the College of Health Professions.The individual filling this position must be able to interpret agency policies, procedures, rules, regulations, and program services; the ability to plan, organize, and maintain files for accreditation and special projects; and the ability to communicate effectively, handle simultaneous projects, and meet deadlines in a timely manner. The ability to maintain confidentiality and establish good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office including Microsoft Word and Excel are required. Knowledge of Microsoft PowerPoint desired.
To apply, include a detailed employment history, resume, cover letter, and a list of three professional references.
25% CARES Clinic Support
Oversees the organizational and administrative aspects of the Community Aid, Relief, Education and Support Clinic (CARES) Therapy student-run free Clinic. Manages the online CARES documents. Ensures policy and procedures for the CARES therapy clinic are up to date. Assists students with the organization of interviews and training of all CARES Board of Directors (BOD) members. Participates in CARES faculty meetings as a non-voting member of the BOD. Assist in marketing, newsletters, and patient and clinician recruitment for CARES Therapy. Provides administrative assistance with fundraising activities. Assists with patient scheduling as the secondary contact point for patient referrals (fax, phone). Provides visionary assistance along with CARES faculty in ideas to improve the CARES therapy clinic. Assists with registration, travel arrangements, and materials, for student presentations related to the CARES Therapy Clinic. Assists with approval and scheduling transportation for patients who qualify. Provides additional administrative support to CARES as needed.
15% General Program Support
Plans, coordinates and performs division administrative tasks. Duties include answering phones, assisting faculty, students, and visitors, distributing division mail, processing copy requests, and assisting staff and faculty in meeting critical deadlines. Maintains division calendars, supports division faculty with shipments, and maintains division email distribution lists. Performs other administrative support functions and special projects as requested by the Division Director. Provides step-by-step instructions for students who are interested in a work-study position to complete before beginning employment. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.
15% Executive Division Support
Plans, coordinates, and performs administrative support services for the OT Academic Division Director, OT Assistant Director, and the OT Post Professional Program Director including preparing correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; and maintains calendars and schedules appointments.
15% Purchasing and Travel Support
Prepares faculty travel estimates for approvals. Faculty travel requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Complete faculty expense reports. Prepares Supply/Equipment Requests and supporting documentation for all purchases and is responsible for ensuring requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Coordinates the purchase of equipment and all supporting documentation for the division.
10% Accreditation Support
Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for Division Director. Communicates with faculty and adjuncts to gather information for appendices and assembles draft of appendices. Maintains student handbook and updates to the strategic plan and progress towards objectives.
10% Special Event Management
Make travel arrangements and develop itineraries for division guests, continuing education conference attendees, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new division personnel. Manages all logistical preparation for the OT Advisory Board meetings. Coordinate the OT Maralynne D. Mitcham Lectureship and Alumni Luncheon. Provides administrative support for program board communication and events as well as continuing education programs and conferences. Provides administrative support for division events.
5% Department Administrative Support
Supports the Department of Rehabilitation Sciences and associated Divisions with administrative tasks. This includes administrative support for mission-critical tasks, support during high workload in other Divisions, coverage for staff absences, and other assignments as requested.
5% Other Duties
Completes other duties assigned.
Entity
Medical University of South Carolina (MUSC - Univ)Worker Type
EmployeeWorker Sub-Type
ClassifiedCost Center
CC000227 CHP - OTPay Rate Type
HourlyPay Grade
University-05
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
Positions assigned to this class are responsible for the coordination of complex administrative activities and do not have programmatic responsibilities. While supervision is not required, positions may be responsible for supervising administrative, technical, support and/or professional personnel. Coordinates complex administrative, business management and/or support activities. Performs or supervises the performance of activities related to fiscal management, personnel management, procurement, supply services, auxiliary services, etc. Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and the preparation of funding requests. Plans, implements and coordinates special projects or programs; prepares detailed program reports. Formulates and administers administrative policies and procedures. Provides training in administrative/management practices and procedures.
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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Source : MUSC