UNIV - Administrative Coordinator I - Division of Anesthesia for Nurses

Medical University of South Carolina•Charleston, SC

About The Position

Performs a variety of complex administrative support or technical support duties. Incumbents may perform some secretarial and paraprofessional duties, but job duties primarily involve the performance of administrative tasks. Work generally requires individual discretion in the interpretation and application of policies and procedures within a specified area. Some incumbents supervise a clerical or technical staff. Division Responsibilities – 35% Plans, coordinates, and performs executive-level administrative support for the AFN Division and faculty members. Manages the scheduling of standing and ad hoc meetings, preparation of meeting agendas and minutes, and distribution of information relevant to these meetings for the Division Director and Division committee chairs (Curriculum, Clinical Advisory, Progressions, Advisory Board, Alumni, Research). Ensures adequate levels of supplies and monitors the status of simulation equipment. Collects expense reports and travel reimbursement materials, ensures reports are prepared correctly, and promptly submits for reimbursement. Ensure the correctness of requests to use division funds for parking validations. Collaborate with the human resources manager and division directors to ensure processing of honoraria and adjunct faculty request submissions. Provides platform (RedCap, etc.) management for student and faculty academic support, to include management of alumni and employer surveys, evaluations, and accreditation reporting needs. Provides project management and acts as liaison to college recruitment and marketing team for website maintenance, marketing materials, and division assets. AFN Clinical Support – 35% Conducts data collection for required accreditation reporting to include daily formative and monthly summative student evaluations for all clinical rotations and all students. Ensure that preceptor evaluations are conducted and tabulated. Serve as liaison to external clinical database enterprise for updating clinical sites and coordinators. Manage data sharing between the AFN division and external enterprise. Maintains student clinical electronic calendar to ensure the accuracy of student clinical leave and distribution to clinical sites. Special Event Management – 15% Organizes and manages special events, including recruitment events, continuing education experiences, graduation, and Division strategic retreats in conjunction with division faculty and staff. Serves as the contact for internal and external stakeholders before, during, and after special events. Fosters a customer-service-oriented environment. Student Recruitment and Interview Support – 10% Arranges Division orientation for incoming students. Collaborates with CHP student services and other stakeholders to ensure a positive student experience. Provides administrate support during the interview process to facilitate day-of-interview events. Cross coverage, accreditation support, and other duties – 5% Collaborates with other Department of Clinical Sciences administrative personnel to ensure effective cross-coverage of duties to ensure efficient and seamless management of division and department functions. In areas of expertise, function as a resource and mentor to new DCS administrative personnel. Maintains and updates confidential records to meet program accreditation requirements. Provide general management of the department’s common space. Provides other duties as assigned.

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 determine distance/relationship between objects; depth perception.
Good peripheral vision capabilities.
Ability to maintain hearing acuity, with correction.
Ability to perform gross motor functions with frequent fine motor movements.

Responsibilities

Plans, coordinates, and performs executive-level administrative support for the AFN Division and faculty members.
Manages the scheduling of standing and ad hoc meetings, preparation of meeting agendas and minutes, and distribution of information relevant to these meetings for the Division Director and Division committee chairs
Ensures adequate levels of supplies and monitors the status of simulation equipment.
Collects expense reports and travel reimbursement materials, ensures reports are prepared correctly, and promptly submits for reimbursement.
Collaborate with the human resources manager and division directors to ensure processing of honoraria and adjunct faculty request submissions.
Provides platform (RedCap, etc.) management for student and faculty academic support, to include management of alumni and employer surveys, evaluations, and accreditation reporting needs.
Provides project management and acts as liaison to college recruitment and marketing team for website maintenance, marketing materials, and division assets.
Conducts data collection for required accreditation reporting to include daily formative and monthly summative student evaluations for all clinical rotations and all students.
Ensure that preceptor evaluations are conducted and tabulated.
Serve as liaison to external clinical database enterprise for updating clinical sites and coordinators.
Manage data sharing between the AFN division and external enterprise.
Maintains student clinical electronic calendar to ensure the accuracy of student clinical leave and distribution to clinical sites.
Organizes and manages special events, including recruitment events, continuing education experiences, graduation, and Division strategic retreats in conjunction with division faculty and staff.
Serves as the contact for internal and external stakeholders before, during, and after special events.
Arranges Division orientation for incoming students.
Collaborates with CHP student services and other stakeholders to ensure a positive student experience.
Provides administrate support during the interview process to facilitate day-of-interview events.
Collaborates with other Department of Clinical Sciences administrative personnel to ensure effective cross-coverage of duties to ensure efficient and seamless management of division and department functions.
In areas of expertise, function as a resource and mentor to new DCS administrative personnel.
Maintains and updates confidential records to meet program accreditation requirements.
Provide general management of the department’s common space.
Provides other duties as assigned.