Univ -Administrative Coordinator I - College of Pharmacy

Job Description

25% Executive Level Admin Support

• Plans, coordinates, and performs executive-level administrative support services for the Dean and when required for Deans Office Faculty & Directors.
• Takes a leadership role in advancing faculty and staff recruitment by scheduling onsite visits, arranging meeting times for search committee members, collects and reporting out scores and feedback from each candidate to the committee to finalize an offer to a candidate.

Maintains confidentially and discretion in the dissemination of candidate materials, credentials, scores, and offer letters (which include salary information and start-up packages).

• Responsible for all arrangements for visiting guests, including developing itineraries reserving accommodations and transportation, reimbursements, and travel arrangements.
• Meetings : calendar, room scheduling, AV setup and coordination, and food.
• Serves as a liaison with central university units reviews, directs, and responds to information requests. (Examples Facilities Management, Lock Shop, Postal Services, Provost, etc.)
• Creates and maintains an organized system of filing for all necessary dean’s office documents. Utilizes university IS systems for documents.

Examples : Box, One Drive, Policy Tech, etc.)

• Assist with faculty meeting agendas and presentations.
• The lead for special events and projects as directed by the Deans & Directors (Deans Office, Development, etc.) Is responsible for independently planning, directing, and executing events such as the college advisory board meetings or alumni events.

Assists with events by securing venues and food, communicating with graphic designers, printers, and mailing vendors for events.

Coordinating AV equipment needs, photography, and setting up, and breaking down event space.

Provides backup support to other college admin team members as needed

20% Reporting & Projects

Provides administrative support in the development of reports produced by the Deans Office. Collects and analyzes data and creates documents to produce reports on behalf of the Dean.

Maintains confidentiality regarding financial information, salary information, equity, gender, FERPA etc. (Examples : Strategic Plan, Board of Trustees Reports, Accreditation, Severe Weather Plans)

• Provides advice on policy development per university standards and best practices.
• Liaison between state pharmacy boards Post graduations information on licensure and handling of forms and signatures.
• Direct point of contact with the Waring Historical Society and assist the MUSC archivist with all COP projects.

20% Purchasing

Assists faculty and staff in the Dean’s Office and other assigned areas with the procurement of goods and services. Utilizes purchasing tools to procure goods and services : Purchasing card transactions, requisitions, etc.

Processes reimbursements for Deans office faculty, staff, and student reimbursements through accounts payable and the MUSC Foundation.

• Serves as the central processor of information technology orders Creates proposals, and orders receives all computer and IT orders while ensuring proper asset tagging and AiM’s updates are taking place post-delivery.
• Proactively reviews the Dean’s Office purchasing requirements and anticipates when to execute purchasing requirements.

This includes the renewal of annual contracts for services and paying fees on behalf of the college (accreditation, etc.

to ensure the continuity of the day-to-day operation of the college. (Examples include supplies, services, membership dues, licenses, airfare, registration fees, NABP vouchers)

Direct point of contact with the MUSC Foundation, including communication, and transactions (payments, and reimbursements).

20% Day to Day Operations

• Oversees the day-to-day operational activities of the Deans Office to provide operational continuity.
• Intercepts and greets visitors.
• Prioritize appointments and access to the Dean for faculty, staff & students.
• Signs for packages, sorts & distributes mail, handles outbound mail and packages.
• Creates new and updates existing badge accesses and processes key requests for assigned areas.
• Arranges for maintenance and repair of equipment for assigned areas.
• Handles operational inquiries from faculty & staff and directs them to resources.
• Coordinates & manages office moves, ensures offices are properly outfitted, submits facility requests for repairs, cleaning & maintenance.
• Serves as a proctor for exams.

10% Faculty Affairs

Maintains subject matter expert (SME) knowledge regarding the University's & College's Appointment, Promotion and Tenure (APT) process.

Serves as the staff member support for the APT Committee. Accountable for advising new committee members on the policy, procedures, and protocols as it relates to APT.

• Responsible for interfacing and serving as the liaison with the college’s Appointment Promotion and Tenure Committee, the Provost’s Office, and the Board of Trustees as it relates to the granting of faculty appointments, promotions, and tenure.
• Creates and manages APT document submission in Interfolio. Directs workflow of APT based on the requirements associated with rank and the type of appointment.

Examples : new hire, promotion, etc.) Leads the process of collecting required documentation and credentials from the candidate and disseminating them to committee members.

Ensures the proper documentation is submitted based on rank. Ensures the committee stays on a timetable to ultimately have the APT cases approved by the Board of Trustees.

At the conclusion of the APT Process ensures up-to-date and accurate data is entered into the university Information Systems.

Conducts a post-APT review of IS systems including HR and Interfolio to cross-check that data matches the APT documentation approved by the APT committee.

Responsible for annual evaluations for faculty in Interfolio. Creates annual evaluation cases in Interfolio well in advance of the due date, provides training to faculty and staff on the requirements and use of the Interfolio system.

Monitors evaluations to ensure timely completion.

• Responsible for reviewing Power BI tools used to track faculty appointments to ensure records are up to date and initiate changes when needed.
• Provides support for adjunct, affiliate or emeritus faculty to sponsor access to MUSC information systems.

5% Timekeeping

• Maintains subject matter expert (SME) knowledge base regarding timekeeping systems, procedures, and policies.
• Review and signature certification of Bi Weekly payroll.
• Ensures university policy on signature requirements is being met.
• Trains new personnel on timekeeping information system
• Handles time entry correction, leave entry correction and historical edits.
• Disseminate changes to timekeeping processes, procedures, and systems to college personnel.

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.

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