UNIV - GME Administrative Assistant - COM: GME

Job Description Summary

This position provides office assistant support to the GME Office and administrative support to the Business and Education/IT team managers. In addition serves as the main contact and reception support for the main office.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001325 Graduate Medical Education

Pay Rate Type

Hourly

Pay Grade

University-04

Pay Range

33,339.00 - 47,509.00 - 61,680.000

Scheduled Weekly Hours

40

Work Shift

Job Description

35% E- Office Assistant. Filing, copying, and scanning of various GME-related documents. Preparation of paper documents for distribution as needed.  Serves as GME contact for staff meetings and various special events including GMEC, GME Leader Workshops, GME Chiefs Conferences, and GME social events. Continues event follow through including RSVP management, vendor acquisition and contact, handouts. Other duties as assigned.

25 E%- Administrative Support. Provides Administrative Assistant support for Education/IT team manager. Duties include assisting with scheduling meetings, booking rooms, and meeting follow-up. Monitor special projects as needed, including assisting in follow up and room reservations. Serves as the backup for DIO Executive Administrative Coordinator as needed. Assists other GME managers, as needed.

20 E%-Office Space and Supply Management. Responsible for monitoring, ordering, and stocking all GME office supplies. Works with the GME Business Manager to ensure all necessary items are ordered and received. Maintains the resident refreshment center and ensures all items are well stocked and the area is clean, including submitting facilities requests as needed. Coordinates resident and GME appreciation items.

15% E- Reception and Triage. Serves as the main contact and front office support for the GME Office. Answers and triage all incoming calls in a professional manner. Greets visitors to the office, directs them to the appropriate GME staff member, and fields general questions and concerns.

5% E- Mail Distribution and Shipping. Retrieves, receives, organizes, sorts, and distributes all incoming mail to the office. Ensures all outgoing mail, regular and certified, is marked correctly for processing. Receives all UPS and FedEx packages and distributes them accordingly. Hand-delivers mail and packages to others on and near campus as necessary.

Preferred Minimum Training and Experience:

• Proficiency with Microsoft Office and Office 365 applications, including Word, Excel and PowerPoint.

• Excellent organizational skills and attention to detail.

• Demonstrated ability to learn and adopt new technologies and processes.

• Demonstrated ability to work both independently and collaboratively as a member of a team, including managing multiple tasks and priorities.

• Ability to communicate effectively and professionally with colleagues and external stakeholders both verbally and in writing.

Additional Job Description

Minimum Requirements: A high school diploma and two years work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience. Some positions require a valid driver's license and good driving record; or correctable vision of 20/40 in both eyes, with or without conventional lenses, and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.41; or AAVMA certification. Some positions require eligibility for bonding. 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 while standing. (Frequent) Ability to perform job functions while sitting. (Frequent) Ability to perform job functions while walking. (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. (Infrequent) 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. (Continuous) Possess good finger dexterity. (Continuous) Ability to lift and carry 15# , unassis