UNIV Administrative Coordinator I Department of Neurosciences

Job description

Job Description
Summary

The Administrative Coordinator I will report to the Department Administrator and support the department’s administrative, academic, and research missions.

This position will work closely with students, staff, and faculty and provides high- level administration, project coordination, and HR support to the Department of Neuroscience.

Strong organizational, independent thinking, and multitasking skills are essential.

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

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

30% HR Coordinator

• Responsible for the day to day coordination and management of all administrative activities related to human resources in the department.
  
  Ensure that all appropriate personnel actions are processed in a timely manner and stay current on processes.
  
  This includes working with other departments and support offices at MUSC.


• Works with department leadership and managers to process FTE and salary changes, promotions, terminations, reclassifications, and corrective actions.
  
  Build strong relationships with other departments and central support offices.


• Maintains thorough departmental records for employees and volunteers.


• Oversee the onboarding of new employees and offboarding processes.
  
  This includes training of new employees and coordination with Neuroscience Office Manager to stay current on lab closeouts.


• Processing of new and current employees and students Visa sponsorship.
  
  This will be done in coordination with College of Medicine HR and Center for Global Health.

30% Communications, Compliance, and Training

• Help maintain website, monthly newsletter, and display boards stay current.
  
  Send departmental emails and other communications regarding weather alerts, changes to various processes, department announcements, and other messages from leadership.


• Manages department participation in employee annual survey and conflict of interest survey.
  
  Ensure all employees have completed annual mandatory training.


• Train new employees and managers on various HR processes and serve as point of contact for new employees to help assist with onboarding.
  
  Meets with employees on their first day to give them a tour of Neuroscience space, assists with arranging space and equipment is ready for their first day, oversee E&F requests for badge access, key distribution, and space accommodations.


• Maintains new employee onboarding presentation and documentation.
  
  Assists with keeping various email distribution lists current and granting appropriate access to Neuroscience Teams channels.


• Provides faculty support via administrative assistance with new initiatives, recruitment, or outreach programs in support of the department.
  
  Keeps records of various budgets or funds spent on previous events and targeted outcomes.


• Maintains a financial understanding of FDM (funding sources) as related to faculty and ability to use for different functions.

15% Timekeeping

• Serves as primary timekeeper for the department which consists of ~120 individuals


• Responsible for ensuring all timekeeping policies and procedures are followed (annual leave, sick leave, LWOP, Compensatory Time, FMLA, overtime, etc) to stay compliant with all MUSC policies and state and federal laws.
  
  Works with COM HR, University HR, and others to resolve all timekeeping issues in a timely manner.


• Maintain overtime, leave, FMLA, and other usage records.
  
  Provide reports to managers and department leadership in a consistent, timely manner.
  
  Alert managers to time clock issues with employees.

15% Backup support for Neuroscience Office Manager, Executive Assistant to the Chair and for department events

• Supports other members of the team in successful completion of events hosted by the department including Colloquium seminars, faculty recruitment, student events and recruitment, etc.


• This may include event support, booking flight and travel accommodations, completing reimbursements, and assisting with Procurement as needed.


• Maintains a Pcard to assist with event purchasing.

5% Creates SOPs and other helpful guides

• These will be used to assist department leadership, managers, and employees as related to safety, space, and HR functions including Timekeeping.
  
  

• This will include keeping current records in Neuroscience Microsoft Teams files that can be accessed by those in the department.


• Manages departmental records regarding space and where faculty labs and offices are located.


• Keeps department Onboarding and Handbook current with relevant information and updates as needed.

5% Special Projects

• Support special projects as assigned by department leadership

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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.

For further information about the E-Verify program, please click here:

Required Skill Profession

Secretaries And Administrative Assistants