UNIV - Program Coordinator II - Library - MUSC
Charleston, SC
About the Job
Job Description Summary
The Medical University of South Carolina (MUSC) Libraries seeks a Program Coordinator to perform administrative, financial, and staff support duties for the Region 2 Regional MedicalLibrary of the Network of the National Library of Medicine. Funded by the National Library of Medicine (NLM) through a cooperative agreement (2021-2026), the MUSC Libraries’ serve as the headquarters for Region 2, one of seven regions in the NNLM Program. Region 2 comprises Alabama, Florida, Georgia, Mississippi, South Carolina, Tennessee, the Commonwealth of Puerto Rico and the U.S. Virgin Islands. The mission of the NNLM is to advance the progress of medicine and improve the public's health by providing U.S. researchers, health professionals, public health workforce, educators, and the public with equal access to biomedical and health information resources and data. National Network of Libraries of Medicine (NNLM). Under the direction of the Grants Administrator, the Program Coordinator organizes administrative, financial, and staff support, network support and triage, subaward management, travel arrangements, and exhibits support for the Region 2 Regional Medical Library.
Entity
Medical University of South Carolina (MUSC - Univ)Worker Type
EmployeeWorker Sub-Type
Research GrantCost Center
CC001568 LibraryPay Rate Type
SalaryPay Grade
University-06
Pay Range
Scheduled Weekly Hours
40Work Shift
Job Description
35% Essential
Provide subaward and program support to the Regional Medical Library.
Provide logistical support to internal and external agencies in coordinating meeting functions by arranging for meeting space, travel accommodations, staff support, and technical assistance. Manage meeting registrations. Serve as lead point person for external consultants, guest speakers, or facilitators.
Make assessments and review the status of projects, provide recommendations to the manager on approaches and procedures for project implementation
Offer additional support for governance boards as needed
Offer additional customer service support for individual grantees
Coordinate and manage overall project tasks and deliverables by tracking and reporting progress. Monitor and update the team based on Asana Project Management software.
Coordinate in-person and virtual Region 2 meetings, virtual webinars, and conferences. Report team updates in written form and verbally to management.
Assist strategists with network member support in project planning, proposal preparation, submission, and evaluation.
Assist with soliciting applications for awards and subcontracts.
Support proposal review team as needed.
Answer general inquiries from sub-awardees and vendor agreements while representing the office in accordance with MUSC requirements.
Attend team meetings and other staff meetings
Actively pursue process improvement, anticipate potential issues, and problem-solve to assist the office in accomplishing its outreach mission.
Assist with managing social media accounts and websites with the Technology and Community Strategist
Manage Springshare suite, including LibAnswers queue by forwarding necessary information to the correct team member.
Manages the departmental 1-800# for the Regional Medical Library. Answers questions and direct callers as needed. Exhibits excellent communication skills. Participates in special projects as needed.
Coordinate student intern workers with training and delegate them projects as appropriate. Monitor student worker progress by translating tasks and designing projects supporting the team’s goals.
Provide specialized support to Research & Data Science Strategist by accessing databases, gathering data, organizing, and managing files.
Support specialized faculty monthly to aid individual faculty members with maintaining their goal progress for position advancement
Process travel requisitions (reimbursements, registrations, airfare, etc.) for the RML. Ensure all departmental and procurement travel policies are followed by staff (e.g. TARR forms are completed and approved before travel).
Provides any additional logistical support, related to RML functions, including researching topics. Work closely with the Grants Administrator/Office Manager.
Additional administrative duties as requested.
35% Essential
Provide program and administrative support to the Grants Manager and Executive Director.
Establish & maintain a positive relationship with university administration, other university departments, university faculty, & external state agencies, consortia, boards & national institutions.
Manage the day-to-day work agenda for the Executive Director. Manage the Director's calendar and deadlines; coordinate, & schedule appointments, and committee meetings. Locate and reserve meeting spaces (state level, university wide, & internal).
Carry out calendar scheduling and travel coordination promptly, adhering to scheduling constraints and schedules from the Executive Director at the time of the request. Exercise professional judgment in making appointments, consult with Director of Libraries as required, and assign appropriate priorities to appointment requests.
Assemble information for review & briefs for the Executive Director prior to meetings. Review, prioritize, and expedite daily issues requiring the Executive Director's review and response.
Help discern requirements and assign tasks to individual team members while informing management
Draft reports and presentation slides
Update and manager the NNLM Region 2 Monthly “Pulse Newsletter”
ERPAC Board Meeting note taker
RAB Board Meeting note taker
Manage Zoom and Team Meetings chat as technical support
Serves as meeting “Moderator and MC”
Serve as the Liaison for the RML Strategists faculty weekly meetings
30% Essential
Responsible for coordinating purchases of supplies, furniture, software and equipment for the Regional Medical Library in collaboration with the Executive Director, the Grants Manager and the Library’s Administrative Manager.
Utilize institutional financial systems, such as Works and OurDay, to place procurement orders and to allocate purchasing card (Pcard) charges to correct funding streams in Works.
Follow Works approval workflow guidelines by allocating and uploading required documents by the monthly deadline required by Accounts Payable.
Maintain accurate Pcard transactions files in Box folders. Submits internal payment requests in OurDay.
Additional Job Description
Minimum Requirements: A bachelor's degree and two years relevant program experience. 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 squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) 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 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. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
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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