UNIV - Administrative Coordinator II - Department of Neurosurgery

Job Description Summary

The Assistant to the Chair provides support for the Chair and, as required and directed by the Chair and Vice Chair of Finance and Administration, support for other senior level leaders in the Department of Neurosurgery. This position interacts with patients, faculty, staff, visitors, and students. This role serves as a strategic partner in the College to ensure effective communication from the Chair’s Office, as well as the organization of meetings, and other support to the Chair. The position will work with, and make decisions independently and on behalf of the Chair, and will advocate on behalf of the Chair to communicate the Chair’s initiatives and strategies to various constituencies. This role is privy to highly sensitive and confidential information, and the use of diplomacy and discretion is critical and required.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000986 COM NSGY General CC

Pay Rate Type

Salary

Pay Grade

University-GEN09

Pay Range

52,100.00 - 70,300.00 - 88,600.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

• 30% : Serves as the initial contact for the Chair’s Office, using diplomacy and public relations skills to appropriately direct questions to Division Directors, staff, faculty and student services; manages inquiries about Neurosurgery activities and procedures through written and oral communications. Serves as the Chair’s personal liaison with campus decision-makers as well as the individuals who report to these administrators and key members of the business community. Leverages relationships and resources to promote the initiatives and strategies of the Chair’s Office. Manages the Chair’s calendar and serves as the central point of knowledge for the Chair’s staff, eliminates conflicts in appointments and provides details for each calendar event, plans and manages for recurring events; authorizes and approves meeting requests for the Chair’s time. Scheduling and executing of Department wide Teams meetings monthly as well as soliciting senior leadership for agenda items for those meetings. Responds in a timely manner to all requests from various sources, both internal and external, for the Chair’s time. Anticipates the Chair’s needs, takes initiative to identify effective solutions, and fully executes resolutions to the highest standards Develops and maintains broad knowledge of the Department’s organization, personnel functions, programs, partnerships and initiatives. Finds solutions to issues, challenges and opportunities that arise daily. Prepares and edits correspondences, communications, presentations and other documents requested by the Chair on his/her behalf.

• 25% : Manages, coordinates and completes all aspects of the FT and PT faculty and APP recruitment process to include affirmative action, advertising, obtaining APT approval, reporting, etc. Collects candidate data, including salary information, coordinates scheduling needs and facilitates interview process for all open faculty positions, including but not limited to travel arrangements, interview scheduling, organizing meals, escorting candidates, providing templates, maintaining candidate rating forms, and sending follow-up/thank you emails. Communicates with search committees, leadership, faculty and staff in a timely manner to ensure interview participation. Completes onboarding process and new hire paperwork for all faculty new hires. Manages and oversees the affiliate faculty recruitment and employment process.

• 20% : Provides logistical support, coordination and management of the Chair’s travel needs, as well as executive visitor travel to Charleston on behalf of the college. Serves as the Chair’s ambassador for international guests; researches and utilizes appropriate protocol, as required Provides fiscal support for the Chair, including procurement services, travel authorization forms, travel arrangements, as well as providing support in researching fiscal transactions. Reimbursements for all travel and expenses associated with the Chair for any conferences, meetings within the state, donor related entertainment etc done in a timely manner. Maintains the Chairs CV. Generates all MSD letters for graduate level programs within the college to go out over the Chair’s signature. Collects information, coordinates paperwork, and drafts and finalizes student recommendations to residency and postgraduate programs.

• 20% : Assists the Chair with special projects/events, which could include organizing materials, gathering data, consulting with information sources, drafting summaries, and other