UNIV - Administrative Coordinator I - EVPAA Operations

Job Description Summary

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Job Description

Under the general supervision of the Assistant Provost for Finance and Administration provides administrative and business operational support for the Offices of the President the Executive Vice President for Academic Affairs & Provost the Executive Vice President for Finance and Operations and the MUSC Board of Trustees.

30% Manages the President Provost Office Board of Trustees University Compliance Institutional Effectiveness Womens Scholars Initiative and some St Lukes Chapel procurement processes.

• Uses OurDay/Workday and other systems to ensure the timely and accurate purchasing and processing.

• Ensure the accuracy data in Ourday/Workday.

• Ensures that all expenses are being paid from correct cost centers (using specific FDM values) and that all procurement requests follow the MUSC/MUSC-P/MUSC Foundation protocol for input order allocation and receiving.

• Works directly with vendors regarding proper invoicing and resolving any issues in a timely fashion.

• Manages the document retention and reconciliation process. Ensures that orders are placed and check requests are entered in OurDay/Workday in a timely fashion.

• Often works directly with external vendors for meal and event quotes as well as ensuring timely delivery on contracted services.

• Works directly with the Assistant Board Secretary to prepare for MUSC Board of Trustees meetings and Board-related events at Colcock.

30% Provides administrative support to all Colcock Hall units.

• This includes but is not limited to greeting and supporting visitors to the building including Board of Trustees Legislators Dignitaries and other important and distinguished individuals who visit the Presidents Provosts or EVP for Finances offices. Ensures that these high-level important and distinguished visitors are directed to the appropriate meeting location as well as contacting the Presidents or Executive VPs office to advise that guests have arrived for meetings.

• Manages the Colcock multi-line telephone which includes the main phone number for the Presidents office. Managing the Presidents/Colcocks main phone line requires a great deal of discretion and decision making to triage and direct often upset patients staff and other parties. This task often requires gathering very important information from callers to connect the caller with the appropriate office within the MUSC enterprise.

• Receives guests of the President and Executive Vice Presidents of the University.

• Manages the Colcock Hall meeting room calendars for Colcock members as well as external parties looking to use Colcock meeting rooms.

• Ensures that the Colcock lobby and Board Room are well maintained and organized in terms of appearance and function.

25% Coordinates and manages various administrative activities for the Colcock units to include:

• Manages the Colcock parking for visitors and events. Works directly with Parking Management regarding gate maintenance.

• Ensures that all supplies are ordered and maintained.

• Coordinates with Mail Services.

• Assures that the Board Room and Conference rooms and related equipment are maintained.

• Coordinates with ITFR for AV/audio needs

• Coordinates with Engineering and Facilities for routine building maintenance needs and emergent issues. This includes working with Carpentry Lock Shop and Public Safety regarding the functionality of the main doors related to badge access door mechanisms etc.

10% Provides direct support to the Provosts Office:

• Supports the Provost when the Executive Assistant is not available.

• Assists with candidate recruitments conferences supplies and ad hoc events.

• Provides OurDay timekeeping support as needed.

• Serves as a member of the Commencement Committee.

5% Other duties as assigned involving office administration and supply management for Colcock Hall.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management public administration or administrative services; or a bachelors 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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