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MUSC Health · 3 weeks ago

UNIV-Administrative Coordinator I-Admin

Charleston

Full-time

Onsite

Entry, Mid Level

2+ years exp

The Medical University of South Carolina is seeking an Administrative Coordinator for Utilities and Energy to provide comprehensive administrative support for Engineering and Facilities. This role involves managing various administrative functions, including payroll processing, training facilitation, procurement, and fleet management, to ensure operational excellence within the department.

Health CareHospitalMedical

Responsibilities

Provide comprehensive administrative support to the Executive Director Utilities and Energy by managing and maintaining the director's calendar, including scheduling meetings, appointments, and conference calls

Initiate, edit, prepare, and mail confidential correspondence and work orders

Prepare and distribute documents and reports to Operations staff and other departments

Record and distribute meeting minutes for executive management promptly

Ensure exceptional customer service to employees and vendors in daily operations

This includes word processing, creating spreadsheets, and serving as the central scheduler for Engineering & Facilities using the university scheduling system (25Live)

Assist the shops with special projects, while offering support for other projects as needed

Responsible for the departmental mail

Work closely with University and MUHA Payroll staff to ensure accurate and timely payroll processing for Facilities Maintenance

Calculate on-call hours for technicians, monitor E-leave records for approval or refusal, and flag discrepancies or potential problem trends (e.g., excessive tardiness, PTO, overtime) to supervisors and the director

Ensure all edits are made in OurDay for supervisor approval and monitor FMLA and Workers' Compensation cases to ensure timecards are accurate

Assess training needs for all new and existing employees, inform them about training options, and coordinate, maintain, and track records for Driver Defense classes, general and mandatory training for zone and shop personnel

Develop training schedules for asbestos training, defensive driving, above ceiling, forklift operation, and more

Monitor training certifications and ensure compliance, while also preparing travel reimbursement requisitions as required

Serve as the inventory liaison for Engineering & Facilities by annually verifying all major movable assets for Property Control

Accurately enter data and maintain records for asset acquisitions throughout the year

Enter surplus items into appropriate surplus system

Perform and oversee procurement services for all Utility and Energy Department (excluding FRC/HVAC/Controls) including creating, monitoring, and ensuring the completion and submission of purchase orders for payment

Process employee and vendor parking permit requests accurately

Manages purchasing functions for Utility and Energy – requesting quotes, submitting work orders, facilitating vendor visits, etc

Manages procurement transactions including purchase order requests, requisitions, invoicing and payment of invoices, change orders, SIR, and other miscellaneous transactions with vendors and Finance Departments

Coordinates after hours parking passes and emergency response passes

Assists with billing and accounts receivables for Utilities and Energy

Includes reconciling payments received against actual costs, invoicing for late/short payments, and managing customer questions and correspondence

Ensure that all database files containing vehicle, insurance, and driver information are accurate and up to date, covering the entire fleet inventory and all authorized drivers

Create and produce correspondences related to new fleet acquisitions and the sale of assets

Meet regularly with the Accident Review Board to interpret and align with State Fleet policies, as they pertain to MUSC/State Fleet program requirements

Maintain accurate records for all facility drivers

Ensure 100% accuracy in fleet inventory and driver records through monthly audits

Create and send correspondences within 5 business days of new acquisitions or asset sales

Attend and participate in at least one Accident Review Board meeting per quarter

Regularly update and audit database files by setting time aside each month

Automate alerts for key deadlines such as insurance renewals or asset sales

Ensure timely correspondence through the use of templates and tracking tools

Performs other administrative duties as requested by the Executive Director of Utilities and Energy and/or the Department Administrator

Assist with various ad-hoc administrative tasks to ensure the smooth functioning of the department

These duties may include, but are not limited to, coordinating departmental events, assisting with project management, preparing reports or presentations

Additionally, the individual may be asked to support the Department Administrator with scheduling meetings, managing communications, and responding to departmental inquiries

Qualification

Administrative CoordinationPayroll ProcessingProcurement ServicesTraining FacilitationFleet ManagementCommunication SkillsOrganizational SkillsProblem-Solving SkillsAdaptability

Required

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

Exceptional communication skills

Exceptional organizational skills

Exceptional problem-solving skills

Commitment to continuous improvement

Commitment to collaborative engagement

Ability to prioritize and manage multiple tasks effectively in a fast-paced environment

Ability to maintain confidentiality

Ability to uphold the highest standards of professionalism

Ability to perform job functions in an upright position

Ability to perform job functions in a seated position

Ability to perform job functions while walking/mobile

Ability to work indoors

Ability to work outdoors in all weather and temperature extremes

Ability to work in confined/cramped spaces

Ability to perform job functions from kneeling positions

Ability to bend at the waist

Ability to squat and perform job functions

Ability to perform 'pinching' operations

Ability to fully use both hands/arms

Ability to perform repetitive motions with hands/wrists/elbows and shoulders

Ability to reach in all directions

Possess good finger dexterity

Ability to maintain tactile sensory functions

Ability to lift and carry 15 lbs., unassisted

Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted

Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted

Ability to push/pull objects, up to 15 lbs., unassisted

Ability to maintain 20/40 vision, corrected, in one eye or with both eyes

Ability to see and recognize objects close at hand

Ability to see and recognize objects at a distance

Ability to match or discriminate between colors

Ability to determine distance/relationship between objects; depth perception

Good peripheral vision capabilities

Ability to maintain hearing acuity, with correction

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

Ability to work in dusty areas

Company

MUSC Health

MUSC Health provides health-care services through its patient- and family-centered care, education, research, and various partnerships. It is a sub-organization of Medical University of South Carolina.

Founded in 1824

Charleston, South Carolina, USA

10001+ employees