UNIV - Administrative Coordinator I - COM: GME

Job Description Summary

This position provides administrative support to the Senior Associate Dean for GME and CME. In addition, this position provides project tracking and GME office support.

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-05

Pay Range

39,764.00 - 56,670.00 - 73,576.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

• 30% - Executive Assistant. Provides calendar, phone, scheduling, and travel support for the Senior Associate Dean for GME and CME. Prepares letters and reviews documents to ensure formatting, grammar, and spelling are correct.  Maintains confidentiality.  Support scheduling needs of Associate Dean, Assistant Deans, and Medical Director for Patient Safety.

   

• 20% - Project and Policy Tracking. Maintain tracking document and follow-up pending items for GME special projects, GME Handbook policy revisions, and GME staff annual tasks. Collaborate with GME staff and other personnel to complete projects.

• 15% - 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.

• 10% - Office Space 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.

• 10% - 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.

• 5% - Call Room Management. Inventory all GME call rooms across the Charleston campus, regularly survey furnishings and cleanliness, and purchase or replace items as needed.  Inventory resident and fellow work rooms as able.

• 5% - Office Assistant. Filing, copying, and scanning of various GME-related documents. Preparation of paper documents for distribution as needed.

• 5% - Meeting and Event Coordination. Schedules and coordinates GME meetings regarding space reservations, food ordering, and calendar invitations. Serves as the GME contact for various meetings and conferences. Works with the GME office to plan GME conferences and special events.

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.

Additional Job Description

Minimum 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. 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. (Contin