UNIV - Administrative Coordinator I - EVPAA

Job Description Summary

Under the general supervision of the Associate Provost for Finance and Operations, provides administrative and business operational support for the Offices of the President, the Executive Vice President for Academic Affairs & Provost, the Executive Vice President for Finance and Operations and the MUSC Board of Trustees.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC001176 EVPAA Operations

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

Under the general supervision of the Associate Provost for Finance and Operations, provides administrative and business operational support for the Offices of the President, the Executive Vice President for Academic Affairs & Provost, the Executive Vice President for Finance and Operations and the MUSC Board of Trustees.

25% Manages the President, Provost Office, Board of Trustees, University Compliance, Institutional Effectiveness, Women’s Scholars Initiative and some St Luke's Chapel procurement processes.

• Uses OurDay/Workday and other systems to ensure the timely and accurate purchasing and processing.

• Ensure the accuracy data in Ourday/Workday.

• Ensures that all expenses are being paid from correct cost centers (using specific FDM values), and that all procurement requests follow the MUSC/MUSC-P/MUSC Foundation protocol for input, order, allocation, and receiving.

• Works directly with vendors regarding proper invoicing and resolving any issues in a timely fashion.

• Manages the document retention and reconciliation process.  Ensures that orders are placed and check requests are entered in OurDay/Workday in a timely fashion.

• Often works directly with external vendors for meal and event quotes as well as ensuring timely delivery on contracted services.

• Works directly with the Assistant Board Secretary to prepare for MUSC Board of Trustees’ meetings and Board-related events at Colcock.

25% Provides administrative support to all Colcock Hall units.

• This includes but is not limited to greeting and supporting visitors to the building including Board of Trustees, Legislators, Dignitaries, and other important and distinguished individuals who visit the President's, Provost's or EVP for Finances' offices. Ensures that these high-level, important and distinguished visitors are directed to the appropriate meeting location as well as contacting the President’s or Executive VPs office to advise that guests have arrived for meetings.

• Manages the Colcock multi-line telephone which includes the main phone number for the President's office.  Managing the President’s/Colcock's main phone line requires a great deal of discretion and decision making to triage and direct often upset patients, staff and other parties.  This task often requires gathering very important information from callers to connect the caller with the appropriate office within the MUSC enterprise. 

• Receives guests of the President and Executive Vice Presidents of the University. 

• Manages the Colcock Hall meeting room calendars for Colcock members as well as  external parties looking to use Colcock meeting rooms.

• Ensures that the Colcock lobby and Board Room are well maintained and organized in terms of appearance and function.

25% Coordinates and manages various administrative activities for the Colcock units to include:

• Manages the Colcock parking for visitors and events.  Works directly with Parking Management regarding gate maintenance.

• Ensures that all supplies are ordered and maintained.

• Coordinates with Mail Services.

• Assures that the Board Room and Conference rooms and related equipment are maintained.

• Coordinates with ITFR for AV/audio needs

• Coordinates with Engineering and Facilities for routine building maintenance needs and emergent issues.  This includes working with Carpentry, Lock Shop and Public Safety regarding the functionality of the main doors related to badge access, door mechanisms, etc.

10% Provides direct support to the Provost's Office:

• Supports the Provost when the Executive Assistant is not available. 

• Assists with candidate recruitments, conferences, supplies and ad hoc events.

• Provides