UNIV - Administrative Coordinator II - Department of Public Health Sciences - MUSC

Job Description SummaryProvide executive level support for the Office of the Chair. Manage and lead the departmental human resources requirements for all employees—faculty, staff postdocs, and students, event organization, space management, publi...

Job Description Summary

Provide executive level support for the Office of the Chair. Manage and lead the departmental human resources requirements for all employees—faculty, staff postdocs, and students, event organization, space management, public relations, and the departmental website.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001035 COM PHS Administration CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

$45,530 - $64,885 - $84,241

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Description:

Provide executive level support for the Office of the Chair. Manage and lead the departmental human resources requirements for all employees—faculty, staff postdocs, and students, event organization, space management, public relations, and the departmental website.

Job Duties:

Job Responsibilities & Duties:

Provides executive level support to the Department Chair, serving as representative in his absence to ensure the Office of the Chair maintains continuity. Manages the Chair’s calendar and maintains action file. Receives and screens the Chair’s incoming correspondence, telephone calls and visitors; drafts responses and additional correspondence, routes copies to appropriate individuals with necessary background information and flags action items Administers and maintains communications through managed email groups. Manages Chair travel to include domestic and international trips; prepares expense reports, processes procurement requests and maintains files on these activities for the Chair. Establishes and maintains positive relationships by serving as liaison between the Chair’s office, the Dean’s Office, Department Chairs, Vice Presidents and President, Hollings Cancer Center and other administrative offices of the University, as well as Federal, State and local agencies. Establishes and maintains a listing of all divisional committees. 25%

Directs the department’s personnel requirements and serves as Human Resources liaison. Provides guidance to supervisors in preparation of position descriptions, reclassifications, recruitments, terminations, and performance reviews to ensure necessary policies and procedures are followed. Manages the visiting scholar / volunteer onboarding process. Manages the visa process associated with Internationals, maintaining a database inclusive of visa type, status, expiration date. Manages and maintains necessary departmental rosters including faculty track status, FTE, and other criteria that is used for reporting purposes. Determines space allocations for new hires, updating internal records when changes occur. Provides training, guidance, and direction on HR policies.   25%

Manages the Departmental Timekeeping and records process. Oversees Departmental Timekeeper to ensure required processes, procedures and policies are being followed, including timely approval and sign off on all time in OurDay. Provides guidance to employees during FMLA process ensuring leave is used appropriately. Manages departmental contact records ensuring directory, website, and internal contact list are properly maintained with new and revised contact information.  15%

Serves as Special Events Project Manager. Schedules, plans, and executes special events and projects. Events may occur on or off campus, requiring communications with external vendors. Schedules, plans, and executes monthly faculty meetings, Administrative Core meetings and quarterly departmental meetings. Coordinate staff contributions to project activities. Plans and coordinates meetings, workshops, seminars, and retreats and as requested by the Chair. Coordinates the development of agendas as well as the preparation and presentation of materials. Records and edits minutes of meetings, retreats, and conferences. Coordinates the preparation and maintenance of all associated fiscal records. Coordinates the collection of data required to compile and prepare annual reports and various other reports as requested. 10%

Manages the faculty recruitment process. Communicates with Search Committees to coordinate candidate recruitment to include: EEO/AA requirements, scheduling interviews and developing itineraries for candidates. Processes all essential paperwork for academic appointments, promotion and tenure. Coordinates affiliate, adjunct, dual and joint faculty paperwork along with annual affiliate appointment renewal process. Prepares and maintains all specialized records and reports associated with faculty appointments. 10%

Manages the annual faculty review process. Tasks include preparing and distributing required guidelines and documents to faculty; scheduling meetings between all faculty and the Chair; receiving and compiling annual review documents and auditing to confirm they are accurately completed and filed.  Prepares faculty contracts under the direction of the Business Manager and Department Chair.  5%

Manages DPHS website sections regarding faculty, staff, resources, events and news items ensuring information is accurate and revisions are completed as necessary. Coordinates and promotes the department’s public relations and public information activities and programs. Establishes and maintains the department’s newsletter and blog. 5%

Perform other duties as requested. 5%

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.
Must be ambidextrous.
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 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.

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