UNIV- Administrative Coordinator I - COM Deans Office - CoE HR

Medical University of South Carolina•Charleston, SC

2d•Onsite

About The Position

The College of Medicine Dean's Office is seeking an Administrative (Human Resources) Coordinator to support the operations of the Human Resources Center of Expertise (CoE-HR) in the College of Medicine (COM). This role provides professional administrative support to assigned departments within the College of Medicine and serves as a liaison between the COM departments and University Human Resources Management, Medical University of South Carolina Physicians (MUSCP) Human Resources, the Center for Global Health, Medical University Hospital Authority (MUHA) Human Resources, and other internal and external stakeholders as appropriate. The coordinator will oversee and coordinate the departments' operating personnel systems, including hiring, termination, and employee relations. They will facilitate all personnel functions for the department including Position/Employee Action Requests, posting and hiring processes, faculty appointments, promotion and tenure, credentialing, compliance training, salary increases (reclass and in-band), and coordination of visa applications for incoming international faculty and staff.

Requirements

A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years’ experience in business management, public administration or Administrative services.
Ability to perform job functions in an upright position.
Ability to perform job functions in a seated position.
Ability to perform job functions while walking/mobile.
Ability to work indoors.
Ability to bend at the waist.
Ability to fully use both hands/arms.
Ability to perform repetitive motions with hands/wrists/elbows and shoulders.
Ability to reach in all directions.
Possess good finger dexterity.
Ability to maintain tactile sensory functions.
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes.
Ability to see and recognize objects close at hand.
Ability to see and recognize objects at a distance.
Ability to match or discriminate between colors.
Ability to determine distance/relationship between objects; depth perception.
Good peripheral vision capabilities.
Ability to maintain hearing acuity, with correction.
Ability to hear and/or understand whispered conversations at a distance of 3 feet.
Ability to perform gross motor functions with frequent fine motor movements.

Nice To Haves

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

Responsibilities

Assist with the drafting and/or creation of position descriptions for all faculty, staff, and other types of employees, ensuring necessary approval is obtained.
Provide assistance with recruitment (posting on external sites) and/or arrange/participate in candidate interviews, and follow-up to ensure new hire processes are completed.
Facilitate non-recruited hires with appropriate paperwork, ensure salary appropriateness, and obtain necessary approvals, working directly with University HR Management, MUSCP HR, and MUHA HR.
Assist departments with the creation of New Hire in Our Day for all new hires, dual employment requests, bonuses, assignment changes, salary and fund changes, promotions, and TERM, ensuring actions are routed appropriately.
Complete auxiliary new hire processes including Ourday, Sailpoint, etc.
Assist departments with reviewing, revising, and re-writing Position Descriptions (PDs) to better reflect added job duties, breakdown of percentages, and responsibilities.
Create and maintain current organizational charts for assigned departments/divisions.
Coordinate the onboarding process for non-paid opportunities for each department and for institutions with an established relationship with the University.
Coordinate and perform logistical and administrative tasks for the College of Medicine Human Resources Center of Expertise, ensuring complete, accurate, and timely performance of services.
Administratively ensure that departmental (client) human-resource related needs are identified and met within MUSC, MUSCP and MUHA.
Partner with other administrative support staff to ensure a seamless provision of service to client departments, processing new hires, promotions, reclassifications, compliance training, etc.
Plan, coordinate and attend meetings as required and participate on committees as directed.
Serve as liaison on departmental HR related issues, accurately representing the departments served by the CoE-HR and promoting open communication.
Coordinate and facilitate all aspects of Faculty Appointments for assigned departments, including preparing paperwork, credentialing, request for privileges, drafting offer letters, tracking tasks, collecting billing packets, tracking HR onboarding, scheduling compliance training, setting up "Find a Doc" profiles, and collecting MUSCP HR paperwork.
Serve as the primary point of contact for credentialing service representative, University Human Resources Management, MUSCP Human Resources, Managed Care, and Credentialing Program Manager.
Ensure new provider marketing profiles are completed and updated annually.
Facilitate the Faculty Promotion and Tenure process for respective departments and/or faculty members with preparation and completion of promotion packets semi-annually.
Responsible for daily data entry into several databases to maintain a vast electronic filing system of all personnel related matters for the College of Medicine.
Ensure records for client departments are kept up to date in all HRIS systems.
Extensive daily data entry into the Access reporting system to internally track new hires, salaries, faculty offers, visas, bonus requests, increases and reclasses, volunteers, postings and COM committee approvals.
Assist each department with annual reviews for probationary review, catch-up review, annual on-cycle review, Employee Satisfaction and Conflict of Interest as requested.
Assign trainings and run reports on the departments that they work with as requested.
Serve as Survey Ambassador for Employee Satisfaction and communicate up-to-date information to assigned departments.
Follow up with MUSC employees regarding Conflict of Interest responses.
Serve as timekeeper for the Dean, and Dean's direct reports (28+) according to the College of Medicine Chair Leave Policy.
Serve as back-up timekeeper and/or provide timekeeping training and support as requested.
Serve as time keeper responsibilities for five CoE-HR administrative staff.
Serve as back-up time keeper for University personnel in COM Dean's Office (68 employees).
Duties include running reports, cross-referencing reports with leave slips for the pay period, and maintenance of electronic files.