UNIV - Administrative Coordinator I - Department of Neurosciences

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 operational 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-GEN07

Pay Range

39,300.00 - 53,100.00 - 66,800.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

30% Administrative, Event, and Operational Oversight - Serve as Office manager by

applying a thorough understanding of institutional and departmental policies, procedures, and guidelines to assist faculty and staff. Oversee daily operations and coordinate departmental events.

• Serve as project manager for office and lab transitions, including planning, and executing lab closeouts, office moves, and space preparation for new faculty and staff.

• Manage the department requests for repairs or required tasks and coordinate completion in a timely manner. Keep updated records with office and lab locations. Maintain departmental supplies for workspaces across multiple buildings; help receive and track deliveries and manage key inventory.

• Organize and maintain department storage areas and conference rooms. Ensures conference room readiness, including IT equipment functionality and scheduling support.

• Update department highlights via display monitors in several buildings and seminar/meeting schedules as necessary.

• Assist with departmental communications, including announcements, event notifications, and policy updates in collaboration with leadership.

• Assisting with planning and executing department events (such as WIPs, Seminars, Colloquium, and T32 retreat). Support setup and takedown for department events and speaking engagements.

• Coordinate travel arrangements for guest speakers and faculty, including booking flights, hotel, transportation, and other reservations. Keep records of all event expenses and processes.

• Assist with annual events like graduate student retreat, holiday party, and departmental celebrations.

 

30% Procurement, Space, & Inventory support - Support department procurement by serving as a Pcard holder and liaison for department purchases, service contracts, and event agreements. Help maintain Neuroscience space spread across 6 buildings.

• Processes and manages procurement activities to include Pcard purchases, travel and personal reimbursements, recruitment expenses, and service agreements.

• Monitor and manage departmental service contracts and repairs; identify cost-saving opportunities and efficiencies.

• Assist with the annual inventory process, submit surplus requests and track progress. Ensure all assets are tagged and recorded appropriately.

             

10% Timekeeping, Department SOPs, and maintaining Department Resources - Serves as the Timekeeper for the department which consists of ~120 individuals. Assists with keeping current documentation for processes in shared location that is easily accessible.

• Responsible for ensuring all timekeeping policies and procedures are followed (annual leave, sick leave, LWOP, Comp Time, FMLA, etc.) to stay compliant with all MUSC policies, State laws, and Federal laws. Works with CoE, University Human Resources, 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 Administrator in a consistent, timely manner.

• Develop, update, and maintain standard operating procedures (SOPs) and shared departmental resources.

10% Support I3 initiative and special projects - Provide administrative and coordination support for the Neuroscience I3 initiative and other Chair-directed priorities.

• Coordinate scheduling, logistics, and communications for meetings, retreats, and initiative-related activities

• Track progress and provide timely, consistent updates to leadership and stakeholders

• Support both in-person and virtual meetings, including preparation and follow-up communications

10% CBI (Center for Biomedical Imaging) and Cores administrative support - Provide administrative support for the Center for Biomedical Imaging (CBI) and other departmental cores.

• Coordinate CBI seminar series, including speaker communication, scheduling, and recording of presentations

• Meet regularly with the CBI Director and participate in monthly staff meetings

• Organize and facilitate CBI Town Halls (three times annually)

• Monitor and respond to CBI communications (email and phone)

• Provide administrative support to core directors as needed and assist with rate study survey and budget documentation.

 10% Backup support for Executive Assistant, HR Administrative Coordinator, and Grant Administrators

• Assists with recruitment, hiring, on-boarding and training for new volunteers, faculty and staff, and off-boarding and lab/office close outs.

• Assists with the visa processing within the department and coordination of the annual personnel evaluation process.

• Support IPF approval and grant submission process by gathering documentation.

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.

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