UNIV - Administrative Coordinator - Institutional Advancement

Job Description Summary

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Job Description

Position Purpose:

The Administrative Coordinator, under the direct supervision of the Director of Finance & Operations (DFO), plays a pivotal role in delivering a comprehensive range of Human Resource and Administrative services for Institutional Advancement (IA). Serving as a valuable resource on HR matters, the coordinator provides guidance, assistance, and support to management, supervisors, and administrators. This position closely collaborates with the Business Manager and DFO to support Recruitment & Hiring Coordination, Organizational Chart & Staff Directory Management, Employee Orientation, Time & Attendance, and Administration & Team Support functions of IA. The coordinator actively contributes to program and service development, meeting the evolving needs of Institutional Advancement.

35% - Recruitment & Hiring Coordination

• Coordinates job posting announcements across multiple platforms.
• Assists in employee recruitment efforts by actively participating in hiring committees. Represents Institutional Advancement at regional philanthropic and/or industry events to increase visibility and promote available positions. Facilitates internship recruitment processes to identify prospective students.
• Manages interview scheduling and visit arrangements by collaborating with hiring managers, interview committees, and applicants to determine suitable dates and booking methods (in-person/virtual), among other details.
• Collaborates with internal departmental personnel and the central Human Resources Recruiter to notify applicants of employment offers or the closure of job postings.
• Responsible for updating and closing out all actionable workflow tasks associated with each job posting in OurDay.

20% - Employee Onboarding and Orientation Support

• Assists in planning, scheduling, and facilitating orientation sessions to familiarize new employees with agency/departmental policies, procedures, and regulations.
• Coordinates new employee onboarding schedules with manager for the initial 30 days, arranging meetings with departmental personnel, cross-functional teams, and Institutional Advancement stakeholders. Follows up with the employee at 30-day, 90-day, 180-day, and 1-year intervals to provide support and enhance retention efforts.

20% - Administration & Team Support

• Serves as a liaison between staff, Departmental Administrators, and central Human Resources to disseminate information on specific Human Resources/Staff development initiatives (example: annual mandatory compliance, trainings, open enrollment period, annual employee evaluation process, employee engagement surveys, etc.).
• Coordinates related programs such as wellness campaigns, employee assistance programs, and employee health and safety initiatives.
• Maintains departmental personnel records for all employees, including employment statuses and confidential information regarding salaries and reclassifications.
• Assists with facilitating guest visits, confirming meeting space requests, communicating weekly property visitor listings, and other duties as assigned.

15% - Organizational Chart & Staff Directory Management

• Oversees the management of the Organizational Chart and Staff Directory to ensure an accurate reflection of staff and positional changes.
• Updates contact information for both internal and external partners as necessary, including enterprise-wide directories and/or specific web content pages.
• Maintains and updates the Futuristic Org Chart to reflect evolving staff projects and growth trajectories accurately.

10% - Time & Attendance

• Supports the Departmental Business Manager in coordinating timekeeping and leave functions for all staff members.
• Collaborates with the Business Manager and Director of Finance & Operations to ensure team-wide compliance with HR and Payroll policies, offering policy guidance to all IA members.

Desired knowledge and skills:

Ability to manage multiple tasks, prioritize effectively, and maintain accurate records. Attention to Detail.

Analytical thinking to identify issues, evaluate options, and implement effective solutions. Ability to navigate various HR systems and software efficiently, along with proficiency in standard office software. Focus on responsiveness, helpfulness, and professionalism in interactions with employees and applicants. Adaptability and Flexibility. Ability to

MUSC Minimum Training and Experience 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.

AH10 MUSC 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)

Additional Job Description

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