UNIV-Administrative Coordinator I

Job Description Summary

Plans, coordinates, and performs a variety of complex administrative functions in support of the Department of Rehabilitation Sciences and the Division of Physical Therapy within the College of Health Professions.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000229 CHP - PT

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

Plans, coordinates, and performs a variety of complex administrative functions in support of the Department of Rehabilitation Sciences and the Division of Physical Therapy within the College of Health Professions.

The individual filling this position must be able to interpret agency policies, procedures, rules, regulations, and program services; the ability to plan, organize, and maintain files for accreditation and special projects; and the ability to communicate effectively, handle simultaneous projects, and meet deadlines in a timely manner. The ability to maintain confidentiality and establish good working relationships with staff, faculty, students, support departments, and the public is essential. Strong working knowledge of Windows and Microsoft Office including Microsoft Word and Excel are required. Knowledge of Microsoft PowerPoint desired.

To apply, include a detailed employment history, resume, cover letter, and a list of three professional references.

Job Responsibilities

20%
Executive Division Support: Plans, coordinates, and performs administrative support services for the PT Division Director and PT Assistant Director, including preparing correspondence, reports, and proposals; preparing agendas; taking, editing, and distributing minutes of meetings, lectures, and conferences; and maintaining calendars and scheduling appointments. Perform administrative support functions and special projects as requested by the Division Director and Assistant Director.

20%
General Program Support:  Plans, coordinates and performs division administrative tasks. Duties include answering phones, assisting faculty, students, and visitors, distributing division mail, processing copy requests, and assisting staff and faculty in meeting critical deadlines. Maintains division calendars, supports division faculty with shipments, and maintains division email distribution lists. Performs other administrative support functions and special projects as requested. Provides step-by-step instructions for students who are interested in a work-study position to complete before beginning employment. Supervises work-study students, establishes schedules, and ensures faculty requests for work-study students are completed on time.

15%

Post-Professional Education:

Provides administrative support for residency directors and programs, including assisting with the Annual Report for ABPTRFE, coordinating logistics for residency weekends, and organizing resident graduation. Tracks and monitors completed assignments, surveys, and mentoring hours to ensure timely completion. Utilize Endeavor, Endeavor LMS, and REDCap where appropriate. Maintains schedules and checklists, communicates with residency directors regarding missing items, and manages documentation across shared platforms. Manage all Continuing Education Events for the Division of Physical Therapy and the Division of Occupational Therapy. Develop contracts related to continuing education with the Business Manager to secure speakers, arrange transportation and accommodations, manage applications, and communicate with attendees. Manage payments and revenue through SC.GOV and related processes.

15%
Purchasing and Travel Support: Prepares faculty travel estimates for approvals. Faculty travel requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Complete faculty expense reports. Prepares Supply/Equipment Requests and supporting documentation for all purchases and is responsible for ensuring requests are accurate/complete before scanning/e-mailing to the Procurement Specialist for processing. Coordinates the purchase of equipment and all supporting documentation for the division.

10%
Accreditation Support: Plans, coordinates, and performs activities related to program accreditation, programmatic evaluations, and postgraduate research. These activities include preparing accreditation reports, evaluation materials, and surveys, etc. Prepares draft of annual accreditation report for Division Director. Communicate with faculty and adjuncts to gather information for appendices and assemble draft of appendices. Maintains student handbook and updates to the strategic plan and progress towards objectives. Assist other DRS divisions with accreditation activities and support. Serve as subject matter expert for DRS.

10%
Special Event Management: Make travel arrangements and develop itineraries for division guests, faculty candidates, and applicants. Administer faculty search committee meetings and maintain search committee documentation. Develop and schedule onboarding itineraries for new division personnel. Manages all logistical preparation for the PT Advisory Board meetings. Provides administrative support for program board communication and events. Provides administrative support for division events.

5%
Department Administrative Support: Supports the Department of Rehabilitation Sciences and associated Divisions with administrative tasks. This includes administrative support for mission-critical tasks, support during high workload in other Divisions, coverage for staff absences, backup coverage for CARES administrative tasks, and other assignments as requested.

5%
Other Duties: Completes other duties assigned.

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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