UNIV - Administrative Coordinator I - Department of Neuroscience - MUSC

Job Description SummaryThe Department of Neuroscience is looking for an on-site Administrative Coordinator who will report directly to the Administrative Manager and provide support for the day-to-day operations and initiatives of the department....

Job Description Summary

The Department of Neuroscience is looking for an on-site Administrative Coordinator who will report directly to the Administrative Manager and provide support for the day-to-day operations and initiatives of the department. They will perform administrative duties for the Administrative Manager and the Grants Administration team. They will establish and maintain positive relationships as liaisons between the department and the other colleges and departments and centers (35) within the College, as well as individual faculty and staff, and outside vendors and others as appropriate. Effective communication, organizational skills, customer service, and diligence is a vastly important requirements as this position collaborates with a wide range of individuals both internally and externally.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000983 COM NEURO RES Administration CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

20% Provide general support for Neuroscience administration and management: Answer emails on behalf of the department from faculty, students, and others; Review and resolve routine administrative-related questions and issues; provide input regarding new or revised unit administrative procedures; Manage calendars, door access, and E/F requests. Distribute departmental mail, sign for package deliveries and field incoming phone calls in a professional manner.

15% Assist with the planning of departmental seminars and special guests. Coordinate logistics for potential graduate student recruitment visits. Create Colloquium marketing and advertisements for incoming guest speakers. Escort guests throughout their visit and provide support and coordination should any issues arise on the day of the visit. Assist in preparation of travel plans; Book travel (flight, hotel, car, etc.); Collect and assign receipts from travelers; Verify funding source for travel expense; Answer questions about travel and expense guidance; Gather and submit travel expense documentation; Purchase items via P-card; Collect reimbursement forms (W-9, candidate reimbursement, etc.) required to complete payment; Collect and submit documentation for payment of honorariums and contractual services agreements.

15%- Completes monthly billing and reconciling for CBI/MBPC Cores.

15%- Assist with managing Grant applications. This includes creating applications and IPFs in Cayuse for PI, working with PI to meet deadlines, and tracking grant application status on department spreadsheets.

10% Provide all administrative assistant activities associated with the operations of the Center for Biomedical Imaging (CBI). This includes incoming and outgoing mail, providing general support to visitors, attending weekly staff meetings with the Neuroscience Administrative Office, and assisting visiting speakers and seminar guests around campus. Coordinate planning of special events in support of the CBI. Develop and maintain a database and filing system of current and past activities in support of the CBI.

10% Assist with drafting executive communications for leadership, including talking points, memos, and other correspondence; Draft announcements; Create internal communications or publications; Develop content for website, announcements, and featured stories; Prepare print or digital external newsletters and magazines.

5%- Responsible for ensuring that appropriate personnel actions for student interns (volunteers), and requests for reclassifications and raises are properly submitted, tracked, and completed.

5%- Responsible for providing the Grants Administrator annualized effort reports (AERs) for

requested grants in an accurate and timely manner.

5%- Surplus point of contact, assist labs with surplusing equipment and other items.

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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