UNIV-Administrative Assistant- MUSC Wellness Center

Medical University of South Carolina•Charleston, SC

2d•Onsite

About The Position

The Administrative Assistant supports the daily operations of the Wellness Center. This includes operating the membership desk and technical support, and administrative support tasks such as personnel actions, purchasing, billing, and managing account issues.

Requirements

High School Diploma or equivalent
CPR and AED certified within 6 months of assuming position.
Must be able to work well with various member populations and people of all ages.
Must possess ability to complete multiple tasks with detail without close supervision.
Must possess ability to solve practical problems in a variety of situations.
Must be able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must possess ability to communicate effectively verbally and in writing and establish and maintain effective working relationships with students, faculty, staff, and the general public.
Must be able to effectively operate telephone, computer, and various office equipment and software.
Must possess ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
Must possess strong customer service skills.
A high school diploma and two years work experience that is directly related to the area of employment.
A bachelor's degree may be substituted for the related work experience.
Ability to perform job functions while standing. (Frequent)
Ability to perform job functions while sitting. (Frequent)
Ability to perform job functions while walking. (Frequent)
Ability to work indoors. (Continuous)
Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
Ability to reach in all directions. (Continuous)
Possess good finger dexterity. (Continuous)
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
Ability to see and recognize objects close at hand. (Continuous)
Ability to see and recognize objects at a distance. (Continuous)
Ability to match or discriminate between colors. (Frequent)
Ability to determine distance/relationship between objects; depth perception. (Continuous)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to hear and/or understand whispered conversations at a distance of 3 feet. (Continuous)
Ability to perform gross motor functions with frequent fine motor movements. (Continuous)

Nice To Haves

Some positions require a valid driver's license and good driving record; or correctable vision of 20/40 in both eyes, with or without conventional lenses, and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.41; or AAVMA certification.
Some positions require eligibility for bonding.
Ability to work in dusty areas (Infrequent)
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. (Infrequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to lift and carry 15#, unassisted. (Infrequent)
Ability to lift objects from floor level to height of 36 inches, to 15#, unassisted. (Infrequent)
Ability to lower objects, to 15 #, from height of 36 inches, unassisted. (Infrequent)
Ability to push/pull objects to 15 #, unassisted. (Infrequent)

Responsibilities

Operating the membership desk as needed by handling access to the facility, managing phone calls, and overseeing other tasks at a busy membership area.
Performing duties of the membership desk staff by greeting members, helping with membership and service sales, processing transactions, and supporting professional tours and breaks.
Processing point of sale credit card transactions including selling guest passes and memberships, and inputting transactions in the member management system.
Answering inquiries related to membership options, benefits, and pricing.
Assisting in structuring business processes and operations to promote efficiency and maintain a high level of organization.
Performing administrative tasks like filing, data entry, making copies, binding, and scanning.
Maintaining professional and technical skills by learning the in-house software and systems, like the member management system.
Serving as a member of the management team supporting business and member operations including MOD rotations and special projects.
Assisting with gathering data for the MUSC Wellness Center by preparing reports that aid in budgeting and demonstrate the success of programs, membership levels, and the financial management of the center.
Maintaining precise notes and records for meetings and information related to the Wellness Center.
Responding to the Wellness Center’s shared email account inquiries.
Initiating Dual and Added Source Payments.
Tracking and initiating Break in Service requests.
Timekeeping Responsibilities for the Center.
Assisting managing the Wellness Center's daily operations by resolving customer complaints and addressing issues with membership accounts.
Helping members by resolving complaints and answering billing questions to ensure quality customer service.
Assisting with billing processes for member accounts, including bank drafts, chargebacks, payroll deductions, credit card transactions, and sales related to member services and memberships.
Processing payments and applying them to the appropriate member accounts.
Monitoring outstanding balances and following up on overdue accounts.
Assisting in the preparation of financial reports as needed.
Serving as a part of the management team to support business and member operations.
Assisting in organizing the schedules for both full-time and part-time staff at the wellness center.
Providing the latest and accurate information required for the Wellness Center staff.
Assisting in planning and coordinating team meetings and projects.
Acting as the primary point of contact during Mayday situations, coordinating communication between all relevant parties, ensuring information is relayed quickly and accurately, assessing the situation, and providing timely updates to team members and management.
Keeping track of office supplies by monitoring stock levels, predicting upcoming needs, placing and speeding up orders, and confirming receipt of the supplies.
Assisting with purchasing the necessary equipment, supplies, services, and software needed for the smooth operation of the Wellness Center.
Submitting Purchase Order Requests.
Acting as a PCard holder.
Submitting Requisitions.
Submitting Invoices to Accounts Payable for Payment.
Negotiating contracts, terms, and pricing with vendors.
Identifying and evaluating suppliers to ensure quality and cost-effectiveness.
Ensuring compliance with company policies and regulations related to procurement.
Processing travel requests, registrations, employee reimbursements, etc.
Performing other duties as assigned.