UNIV-Administrative Coordinator I-Admin

Job Description Summary

The Administrative Coordinator for Utilities and Energy provides comprehensive administrative support for Engineering and Facilities. This
dynamic position integrates key functions, including administrative coordination, payroll processing, training facilitation, procurement, fleet
management, and inventory oversight, all aimed at advancing the department's mission of operational excellence.
Success in this role requires exceptional communication, organizational, and problem-solving skills, combined with a commitment to
continuous improvement and collaborative engagement. Delivering outstanding service to employees and vendors are central to the
coordinator's responsibilities.
The position demands a high level of adaptability, enabling the coordinator to prioritize and manage multiple tasks effectively in a fast-paced
environment, all while maintaining confidentiality and upholding the highest standards of professionalism.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001574 Maintenance Administration

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

dynamic position integrates key functions, including administrative coordination, payroll processing, training facilitation, procurement, fleet management, and inventory oversight, all aimed at advancing the department's mission of operational excellence. Success in this role requires exceptional communication, organizational, and problem-solving skills, combined with a commitment to continuous improvement and collaborative engagement. Delivering outstanding service to employees and vendors are central to the coordinator's responsibilities. The position demands a high level of adaptability, enabling the coordinator to prioritize and manage multiple tasks effectively in a fast-paced environment, all while maintaining confidentiality and upholding the highest standards of professionalism.

Administrative Support (25%) - Provide comprehensive administrative support to the Executive Director Utilities and Energy by managing and maintaining the director's calendar, including scheduling meetings, appointments, and conference calls. Initiate, edit, prepare, and mail confidential correspondence and work orders. Prepare and distribute documents and reports to Operations staff and other departments. Record and distribute meeting minutes for executive management promptly. Ensure exceptional customer service to employees and vendors in daily operations. This includes word processing, creating spreadsheets, and serving as the central scheduler for Engineering & Facilities using the university scheduling system (25Live). Assist the shops with special projects, while offering support for other projects as needed.  Responsible for the departmental mail.

Required

Timekeeping (15%) - Work closely with University and MUHA Payroll staff to ensure accurate and timely payroll processing for Facilities Maintenance. Calculate on-call hours for technicians, monitor E-leave records for approval or refusal, and flag discrepancies or potential problem trends (e.g., excessive tardiness, PTO, overtime) to supervisors and the director. Ensure all edits are made in OurDay for supervisor approval and monitor FMLA and Workers' Compensation cases to ensure timecards are accurate

Training (15%) - Assess training needs for all new and existing employees, inform them about training options, and coordinate, maintain, and track records for Driver Defense classes, general and mandatory training for zone and shop personnel. Develop training schedules for asbestos training, defensive driving, above ceiling, forklift operation, and more. Monitor training certifications and ensure compliance, while also preparing travel reimbursement requisitions as required.

Inventory/Surplus (10%)- Serve as the inventory liaison for Engineering & Facilities by annually verifying all major movable assets for Property Control. Accurately enter data and maintain records for asset acquisitions throughout the year. Enter surplus items into appropriate surplus system

Procurement Services (15%) - Perform and oversee procurement services for all Utility and Energy Department (excluding FRC/HVAC/Controls) including creating, monitoring, and ensuring the completion and submission of purchase orders for payment. Process employee and vendor parking permit requests accurately. Manages purchasing functions for Utility and Energy – requesting quotes, submitting work orders, facilitating vendor visits, etc. Manages procurement transactions including purchas