UNIV - Administrative Coordinator II - COM Dean's Office: GME

Job Description Summary

This position provides administrative support to the Senior Associate Dean for GME and CME. In addition, this position provides policy management, project tracking, meeting management, and ensures proper follow through for DIO related items.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001325 Graduate Medical Education

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

35% E- 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 is correct. Maintains confidentiality.

20% E-Policy Tracking and GME Handbook Management. Initiate and maintain GME Handbook policy revisions including vetting through appropriate stakeholders and ensuring sub-committee and GMEC approval. Update Handbook with revisions and communicate to appropriate GME groups. Annually review, update, and archive the GME Handbook.

15% E-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. Coordinate and oversee call room renovations, collaborating with vendors, requesting and updating permits, and providing regular updates to the DIO through completion. Maintains the Inclement Weather Event directory of call rooms and workspaces and assists with deploying resources when activated, including but not limited to pre-event signage, room swaps, and post-event debriefing.

15% E-DIO and GME Office Project Tracking. Utilize Project Management software to develop and track DIO and GME Office special projects. Provide regular updates and follow up to adhere to established deadlines. Work closely with the DIO to identify and prioritize projects. Ensure deliverables meet expected timelines.

10% E- GME Newsletter. Collect pertinent information from various groups, review content with the DIO and others, prepare the layout, and distribute monthly. Prepare separate newsletters for residents/fellows and Program Directors/Program Coordinators.

5% E- DIO Meetings and Events Facilitator. This includes creating and communicating the agendas and minutes for the DIO Cabinet, Retreats, and other DIO-led meetings. This position will track and manage all tasks and follow-up items from these meetings, including identifying, collecting and distributing meeting materials in advance. Plans and operationalizes DIO sponsored events, coordinating with other GME team members as needed.

Preferred Additional Requirements: Executive Assistant experience and bachelor's degree or equivalent work experience preferred. Experience with Microsoft Office including Outlook, Excel, and Word is required.

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three 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. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15