Medical University of South Carolina
UNIV-Administrative Coordinator I, College of Nursing
Medical University of South Carolina, Charleston, South Carolina, United States, 29401
UNIV-Administrative Coordinator I, College of Nursing
The Administrative Coordinator provides high-level administrative support to the Assistant and Associate Deans across various programs within the College of Nursing. This role manages complex calendars, coordinates meetings and travel, prepares reports, and organizes faculty orientations. Additionally, the position serves as the facilities coordinator, overseeing office space setup, inventory management, and maintenance requests. The coordinator also plans special events and collaborates with faculty and staff on logistics. Cross-team support and other administrative duties are performed as needed to ensure consistent operations. 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. Preferred Qualifications: Prior experience working in a higher education setting, particularly in support of faculty or academic leadership. Ability to prioritize and multitasking in a fast-paced environment. Strong organizational and project management skills. Job Responsibilities: 35% - Serves as the contact person and Administrative Coordinator to the Assistant Dean for the Undergraduate Programs. 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; and support data compilation, tracking and reporting. Create, schedule and coordinate an orientation itinerary for the incoming Undergraduate Faculty. 25% - Serves as the contact person and Administrative Coordinator to the Assistant Dean of the Ph.D. Program and to the Associate Dean for Research. Performs administrative duties to include schedule and coordinate meetings; schedule appointments and maintain calendars; take minutes and prepare other documents for meetings as assigned; assists with preparation of Office of Research and Ph.D. program annual and other reports; answer and return phone calls; maintain filing; prepare communications, letters and other correspondence; make travel arrangements; data entry. Create, schedule and coordinate an orientation itinerary for incoming Ph.D. and Research faculty and staff. 20% - Serve as facilities coordinator for the College of Nursing. This includes responsibility for Fixit tickets for temperature, housekeeping, pest control, recycling, electrical, leaking issues, elevators, etc. Coordinate distribution and surplus of furniture, equipment, telephones. Coordinate office space for incoming faculty and staff, working with hiring managers to ensure office space is adequately prepared upon start date. Responsible for maintaining inventory of keys, working with lock shop to order and reassign keys as needed. Coordinate the distribution of mail. Maintain the scheduling of assigned conference rooms. Responsible for the annual asset inventory management. Routinely monitors office supplies in all work rooms, orders supplies as needed. 10% - Coordinate special events for program specific events (UG/PhD/Research), collaborate with faculty leaders and program coordinators to coordinate arrangements related to external guests (travel arrangements, itineraries, receptions), organizing retreats (securing meeting space and arranging refreshments), organizing other meetings and events as required to include organizing meeting materials, procuring refreshments, meeting space, etc. Process procurement related to special events. 5%- - As part of the CON administrative coordinator team, shares in cross coverage during team absences. Assists with and provides coverage to ensure necessary staffing is on-campus during operating hours to include coverage during approved leave and telework days. 5% - Other duties as assigned. Additional Job Description: 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) 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.
The Administrative Coordinator provides high-level administrative support to the Assistant and Associate Deans across various programs within the College of Nursing. This role manages complex calendars, coordinates meetings and travel, prepares reports, and organizes faculty orientations. Additionally, the position serves as the facilities coordinator, overseeing office space setup, inventory management, and maintenance requests. The coordinator also plans special events and collaborates with faculty and staff on logistics. Cross-team support and other administrative duties are performed as needed to ensure consistent operations. 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. Preferred Qualifications: Prior experience working in a higher education setting, particularly in support of faculty or academic leadership. Ability to prioritize and multitasking in a fast-paced environment. Strong organizational and project management skills. Job Responsibilities: 35% - Serves as the contact person and Administrative Coordinator to the Assistant Dean for the Undergraduate Programs. 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; and support data compilation, tracking and reporting. Create, schedule and coordinate an orientation itinerary for the incoming Undergraduate Faculty. 25% - Serves as the contact person and Administrative Coordinator to the Assistant Dean of the Ph.D. Program and to the Associate Dean for Research. Performs administrative duties to include schedule and coordinate meetings; schedule appointments and maintain calendars; take minutes and prepare other documents for meetings as assigned; assists with preparation of Office of Research and Ph.D. program annual and other reports; answer and return phone calls; maintain filing; prepare communications, letters and other correspondence; make travel arrangements; data entry. Create, schedule and coordinate an orientation itinerary for incoming Ph.D. and Research faculty and staff. 20% - Serve as facilities coordinator for the College of Nursing. This includes responsibility for Fixit tickets for temperature, housekeeping, pest control, recycling, electrical, leaking issues, elevators, etc. Coordinate distribution and surplus of furniture, equipment, telephones. Coordinate office space for incoming faculty and staff, working with hiring managers to ensure office space is adequately prepared upon start date. Responsible for maintaining inventory of keys, working with lock shop to order and reassign keys as needed. Coordinate the distribution of mail. Maintain the scheduling of assigned conference rooms. Responsible for the annual asset inventory management. Routinely monitors office supplies in all work rooms, orders supplies as needed. 10% - Coordinate special events for program specific events (UG/PhD/Research), collaborate with faculty leaders and program coordinators to coordinate arrangements related to external guests (travel arrangements, itineraries, receptions), organizing retreats (securing meeting space and arranging refreshments), organizing other meetings and events as required to include organizing meeting materials, procuring refreshments, meeting space, etc. Process procurement related to special events. 5%- - As part of the CON administrative coordinator team, shares in cross coverage during team absences. Assists with and provides coverage to ensure necessary staffing is on-campus during operating hours to include coverage during approved leave and telework days. 5% - Other duties as assigned. Additional Job Description: 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) 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.