Job Description Summary
Directs a wide range of complex and confidential administrative tasks for the MUSC enterprise Chief Artificial Intelligence Officer(CAIO). This position will provide direct administrative support to the CAIO and to the MUSC Center for Artificial Intelligence, and will also support the CAIO in her additional administrative roles of Associate Dean for AI and Director of the Division of Computational Health Sciences and AI in the College of Medicine. Duties will include operational support for the Center and the CAIO to include purchasing, travel arrangements, administrative support for seminar series and other similar activities, executive personnel calendars and processing reimbursements. The Executive Assistant will manage multiple priorities simultaneously, providing immediate responses to inquiries both internal and external. This position requires a motivated self-starter with the ability to quickly shift gears and multi-task in order to manage the daily requirements and goals for the center and the CAIO.
Entity
Medical University of South Carolina (MUSC - Univ)
Worker Type
Employee
Worker Sub-Type
Classified
Cost Center
CC005532 EVPAA - Center for Artificial Intelligence
Pay Rate Type
Salary
Pay Grade
University-07
Pay Range
57,334.00 - 81,707.00 - 106,080.000
Scheduled Weekly Hours
40
Work Shift
Job Description
Positions assigned to this class are responsible for the administrative activities of a division, department, facility or major section of a state agency. They do not have programmatic responsibilities. While supervision is not required, positions may be responsible for supervising administrative, technical, support and/or professional personnel. Coordinates general administrative, business management and/or support activities. Performs or supervises the performance of activities related to fiscal management, personnel management, procurement, supply services, auxiliary services, etc. Develops and monitors compliance with annual budgets; consults with program personnel regarding the availability of funds and preparation of funding requests. Conducts confidential investigations and complex special assignments; prepares and maintains specialized records and reports. Establishes and provides consultation on administrative policies and procedures. Coordinates personnel activities for the division, department or facility; serves as resource person on personnel policies and procedures.
35%- CAIO- Assistance
Provide administrative support to the CAIO, and will also support the CAIO in her additional administrative roles of Associate Dean for AI and Director of the Division of Computational Health Sciences and AI in the College of Medicine.
Establishes and manages correspondence CAIO and executive team calendar management calendar.
Coordinates and manages meetings; prepares meeting minutes; and secures meeting locations, catering, etc. as needed.
Provide general operational and administrative support for the MUSC Center for Artificial Intelligence and to the Division of Computations Health Sciences and AI, to include procurement, travel arrangements, processing travel reimbursements, etc.
Provide support for seminars, lecture series, retreats, and other special events within the MUSC Center for Artificial Intelligence and within the Division of Computational Health Sciences and AI. Coordinate and schedule visits for prospective faculty members.
Uses independent judgement regarding the CAIO's
30% - Communication Strategy
Executes complex and confidential administrative services for the CAIO including contacts with University and other communities. Confers with governmental officials concerning planning, budgetary and legislative matters affecting the agency mission and mandates. Consults daily with the leadership and other senior administrators on behalf of the CAIO concerning matters of administrative urgency.
Receives and screens incoming correspondence, calls, and visitors to the CAIO’s office.
Manages meetings/conferences and travel arrangements for CAIO. Coordinates with Finance and Administration Manager and Budget Manager regarding service agreements, event agreements contracts, invoicing and payment logistics.
Composes, edits and updates correspondence, meeting minutes, presentations and reports for CAIO.
Maintains confidential files, assists with presentations and reports
Actively engages with other academic institutions and state agencies on behalf of the CAIO.
20% Event, Committee and Meeting Management
Provides leadership in planning, organizing and administering function of the CAIO’s office. Initiates and authorizes personnel actions, expenditures and procurement activities for the CAIO’s Office. Communications on a regular basis with CAIO’s Office support team and coordinates team meetings. Manages and coordinates the following activities:
Manages CAIO ’s agenda items for meetings and staff Sub-Committee as requested. Examples area are follows: New programs and changes to programs, policy changes, tuition and fee changes, graduate medical education and commencement.
Manages the CAIO’s action items for various committees, meetings and training events.
Manages CAIO-led events that includes securing event locations, catering, event services (tables, AV, linens, etc.), event agendas/handouts and working with external speakers and guests.
10%- Professionalism and Communication
Establishes and maintains positive relations with various constituencies responding to inquiries for the CAIO’s Office from the MUSC community local, national and international business community, State, Federal and local government officials, resolving complaints or problems. Interprets policies and program requirements when resolving complaints or problems. Resolves constituent’s requests, complaints and problems or refers them appropriately.
Ensure the CAIO is updated regarding communication needs of internal and external constituents.
Compiles confidential information and responses include the management of communications with internal and external constituents.
5%- Other duties as assigned.
Additional Job Description
Minimum Requirements: A bachelor's degree and three years experience in public administration, business administration, planning or public relations.
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 fully use both legs. (Continuous) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to maintain good olfactory sensory function. (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. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Continuous) Ability to match or discriminate between colors. (Continuous) 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 understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Ability to work in dusty areas. (Infrequent) Additional New Requirements: Computer literacy.
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. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees
Administrative & Executive Assistance (3)