UNIV - Administrative Coordinator I - Department of Neurosciences

Job Description Summary

The Administrative Coordinator I will report to the Department Administrator and support the department’s administrative, academic, and research missions. This position will work closely with students, staff, and faculty and provides high- level administration, project coordination, and HR support to the Department of Neuroscience. Strong organizational, independent thinking, and multitasking skills are essential.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000983 COM NEURO RES Administration CC

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% HR Coordinator

• Responsible for the day to day coordination and management of all administrative activities related to human resources in the department. Ensure that all appropriate personnel actions are processed in a timely manner and stay current on processes. This includes working with other departments and support offices at MUSC.
• Works with department leadership and managers to process FTE and salary changes, promotions, terminations, reclassifications, and corrective actions. Build strong relationships with other departments and central support offices.
• Maintains thorough departmental records for employees and volunteers.
• Oversee the onboarding of new employees and offboarding processes. This includes training of new employees and coordination with Neuroscience Office Manager to stay current on lab closeouts.
• Processing of new and current employees and students Visa sponsorship. This will be done in coordination with College of Medicine HR and Center for Global Health.

30% Communications, Compliance, and Training

• Help maintain website, monthly newsletter, and display boards stay current. Send departmental emails and other communications regarding weather alerts, changes to various processes, department announcements, and other messages from leadership.
• Manages department participation in employee annual survey and conflict of interest survey. Ensure all employees have completed annual mandatory training.
• Train new employees and managers on various HR processes and serve as point of contact for new employees to help assist with onboarding. Meets with employees on their first day to give them a tour of Neuroscience space, assists with arranging space and equipment is ready for their first day, oversee E&F requests for badge access, key distribution, and space accommodations.
• Maintains new employee onboarding presentation and documentation. Assists with keeping various email distribution lists current and granting appropriate access to Neuroscience Teams channels.
• Provides faculty support via administrative assistance with new initiatives, recruitment, or outreach programs in support of the department. Keeps records of various budgets or funds spent on previous events and targeted outcomes.
• Maintains a financial understanding of FDM (funding sources) as related to faculty and ability to use for different functions.

15% Timekeeping

• Serves as primary timekeeper for the department which consists of ~120 individuals
• Responsible for ensuring all timekeeping policies and procedures are followed (annual leave, sick leave, LWOP, Compensatory Time, FMLA, overtime, etc) to stay compliant with all MUSC policies and state and federal laws. Works with COM HR, University HR, and others to resolve all timekeeping issues in a timely manner.
• Maintain overtime, leave, FMLA, and other usage records. Provide reports to managers and department leadership in a consistent, timely manner. Alert managers to time clock issues with employees.

15% Backup support for Neuroscience Office Manager, Executive Assistant to the Chair and for department events

• Supports other members of the team in successful completion of events hosted by the department including Colloquium seminars, faculty recruitment, student events and recruitment, etc.
• This may include event support, booking flight and travel accommodations, completing reimbursements, and assisting with Procurement as needed.
• Maintains a Pcard to assist with event purchasing.

5% Crea