UNIV - Administrative Coordinator I - College of Nursing Dean's Office - MUSC

Job Description SummaryThis position will provide administrative support to the College of Nursing Faculty Department Chair (50%) and to the College of Nursing Dean (50%). Additionally, this position will work closely with the Deans office suppor...

Job Description Summary

This position will provide administrative support to the College of Nursing Faculty Department Chair (50%) and to the College of Nursing Dean (50%). Additionally, this position will work closely with the Deans office supporting faculty affairs and may provide project management or coordination for CON special projects within the Dean’s Office.

Opportunity for hybrid in office/remote work options after 6 months probationary period.

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

Hourly

Pay Grade

University-05

Pay Range

$37,860 - $53,957 - $70,054

Scheduled Weekly Hours

40

Work Shift

Job Description

Minimum Experience and Training 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.

Job Duties:

(30%)Serves as the contact person and Administrative Coordinator to the Faculty Department Chair. Performs administrative duties to include: schedule and coordinate meetings; arrange travel and itineraries; schedule appointments and maintain calendar; take minutes and prepare other documents for meetings as assigned; answer and return phone calls and emails; maintain paper and digital filing; prepare communications, letters and other correspondence; perform data entry and serve as a TAMS superuser, responsible for new faculty data entry and supporting the Department Chair’s review of workload across programs; support annual faculty evaluation process within Interfolio; and support data compilation, tracking and reporting. Will provide cross coverage in the Deans office; may be expected to share in cross-coverage outside of the Deans office as needed.  

(25%)In collaboration with the Dean's Executive Assistant/Faculty Affairs Manager will serve as a contact person and Administrative Coordinator.  Proactively anticipates and executes the Dean's and Department Chair’s standing annual conference registrations and travel plans and reimbursements. Serves as back-up coverage for the Executive Assistant to the Dean/Faculty Affairs Manager. Roles may include, but not limited to: Plans and performs executive level administrative support services for the Office of the Dean. May be asked to assemble appropriate information for meetings; take minutes and prepare other documents for meetings as assigned; answer and return phone calls; maintain paper and digital filing; prepare communications, letters and other correspondence. Greets visitors. Manages highly sensitive and confidential information and maintains strict confidentiality in all matters. Manages inquiries about CON activities and procedures through written and oral communications.

(20%)Serves with the Dean's Executive Assistant/Faculty Affairs Manager in project management for CON special projects as assigned. Project management includes scheduling meetings and work sessions; following up with stakeholders for deliverables; tracking and reporting on status and outcomes; communicating the Dean’s directives and relevant information to all stakeholders; and ensuring that projects move forward to completion. Supports the Dean's office in comprehensive tracking of the strategic plan and measures of success. Additionally, supports the Dean's office in tracking annual goals set for direct reports or attached to the Dean’s initiatives.

(15%) Serves as the lead coordinator supporting faculty affairs specific to recruitment and onboarding. Supports the Search Committee in scheduling candidate interviews and developing itineraries, including room scheduling and coordination of schedules. Coordinates the faculty onboarding process, working with program leaders and their administrative staff to ensure the creation of faculty orientation itineraries for incoming faculty as well as coordinating with other stakeholders including HR and IT to ensure an ideal onboarding experience for CON faculty. Develops and maintains tools and resources for faculty development, education, and support. Supports leaders in faculty program development and implementation.  Directs and manages faculty compliance in all faculty files (regular/modified) while ensuring all required documentation is received in a timely manner and maintained according to required policies and guidelines. Documentation includes faculty contracts, licensure, certification, transcripts, CV’s, annual evaluations in accordance with requirements for accreditation by the American Association of Colleges of Nursing Commission on Collegiate Nursing Education, national specialty certification boards and the SC State Board of Nursing. Manages faculty database. Maintains strict confidentiality of all information contained therein.

(5%) As part of the support for the Dean and Department Chair, completes all financial transactions including purchasing and reimbursement for the Dean’s operating budget, complying with CON, MUSC and State policies and procedures. Proactively reviews purchasing requirements and anticipates when to execute purchases to ensure the continuity of the day-to-day operation of the CON. Maintains knowledge of State procurement guidelines. Maintains Dean’s office inventory and supplies.

(5%) Provides occasional support to the Director of Communications by drafting communications and supporting college-wide initiatives, social media and other platforms to disseminate information. Other duties as assigned.

MUSC 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)

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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