UNIV - Administrative Coordinator I - College of Health Professions, HS&R Admin

Job Description Summary

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Job Description

Must be autonomous with a high level of attention to detail and capable of independent decision making. Ability to identify, develop, and implement processes to streamline efficiencies. Outstanding organizational skills with the ability to coordinate a variety of management and administrative functions while organizing Human Resource activities that often involve communicating with a large group of individuals. Ability to prioritize task completion according to schedules and goals. Establish and maintain effective working relationships with staff, faculty, as well as representatives from outside sources. Must be able to communicate, orally and in writing, effectively and courteously. Ability to provide supportive guidance for a wide range of issues related to Human Resources and able to maintain a high level of confidentiality. Must be computer literate. Must possess knowledge of University Human Resource Policies and Procedures.

This position will report directly to the Assistant Business Manager and Director of College Research Operations.

35% RECRUITMENT: Manages the hiring process for faculty, classified staff, post doctorate, temporary, temporary grant, and student workers within the College of Health Professions Department of Health Sciences and Research and College Research Operations; manages the process for external unpaid sponsorships. This includes being responsible for drafting and posting available positions and job requisitions; ensures appropriate costing allocation is assigned and approved for position (Hiring Freeze, Position Posting Request, FTE Workbook creation); consistently monitors and statuses current positions in collaboration with the hiring manager; communicates and provides support to staff and faculty search committees; facilitates application reviews for new hires; participates in classified staff interviews with potential candidates; initiates the hiring process; creates Post-Doctoral offer letter in collaboration with the College of Graduate Studies; maintains contact with University Human Resources to confirm new hires are processed in a timely manner; ensures all background checks, drug screening, and additional clearances are obtained prior to the start date; manages orientation (building tour, introduction to current faculty and staff, telephone number requests, office space requests, computer equipment requests, etc.).

25% CURRENT PERSONNEL HR MANAGEMENT: Responsible for initiating, submitting, and processing job changes for personnel (fund changes, title changes, terminations, etc.) for the College of Health Professions Department of Health Sciences and Research and College Research Operations. Completes required University Human Resources forms (Leave of Absence request, Separation Notices, Annual Leave Payouts, Reclassification Requests, Matrix Review and Submissions, etc.). Acts as a liaison between the Dean's Office and candidates for Faculty Appointment Promotion and Tenure. Audits personnel costing allocations and departmental tracking documents to ensure that personnel are being paid with the correct funding and at the correct salary. Creates and modifies yearly contracts for all faculty members within the College of Health Professions Department of Health Sciences and Research. Maintains FMLA paperwork and communicates the necessary procedures of the FMLA process to personnel; tracks available FMLA hours to ensure other leave codes are used when necessary. Responsible for placing personnel on a Leave of Absence as appropriate and confirming with University Human Resources that the Leave of Absence was received to ensure no over-payments are processed. Completes all required documents for Dual Employment requests.

20% TIMEKEEPING AND PAYROLL: Coordinates the maintenance and reconciliation of time, attendance, and holiday records for all Department of Health Sciences and Research and College Research Operations personnel in accordance with all applicable polices and procedures. Ensures that all bi-weekly time cards are submitted by personnel and approved before established University deadlines to prevent personnel payment delays or errors. Troubleshoots timekeeping or related pay issues with University Human Resources and submits requests for leave updates as necessary. Electronically tracks when employees use or work holidays to ensure time-card validity. Manually track all Post-Doctoral employee leave. Responds to all payroll inquires and works with Human Resources to resolve any errors or issues.

10% RECORD MAINTENANCE: Maintains all Department of Health Sciences and Research and College Research Operations personnel records in accordance with policy and procedure. Communicates, records, and serves as proxy for all staff annual evaluations. Ensures that Conflict of Interest Reporting is completed on an annual basis. Requests sponsorships as needed, compiling all required information and providing to Human Resources; logging all NetID information and expiration details for future extension requests and reference. Responsible for providing and updating employee statuses and information to the Dean's Office.

5% TRAINING: Reviews and ensures personnel are in compliance with Enterprise-wide training requirements. Provides information regarding the Tuition Assistance program and initiates the Tuition Assistance process for all interested and qualified personnel. Develops and provides training and/or assistance to Managers on the current hiring processes, evaluation system, and general Human Resources, Training, Evaluation, and Timekeeping system functionality.

5% INTERNATIONAL PERSONNEL: Manages all VISA applications and extensions for personnel and approved visitors. Collaborates with the Center for Global Health Immigration and utilizes the TerraDotta system to initiate all requests or confirm statuses. Requests the expedition of application or extension routing on an as needed basis with Global's identified external legal counsel. Ensure appropriate posting of all required Public Notices in compliance with law. Ensure Human Resources receives immigration approval notices as necessary.

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.

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.
Must be ambidextrous.
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