UNIV-Administrative Coordinator I-Admin

Medical University of South Carolina•Charleston, SC

1d•$39,300 - $66,800•Onsite

About The Position

The Administrative Coordinator provides administrative support across multiple departments within Engineering and Facilities, ensuring efficient and effective operations. This role supports the Planning, Design, and Construction (PDC), Business Service, and Biomedical Engineering departments by managing daily communications, coordinating schedules, and assisting departmental leaders. It encompasses a range of responsibilities, including procurement management, timekeeping, customer service, and administrative support across diverse functions. The coordinator plays a key role in procurement by managing requisitions, vendor relationships, purchase orders, and invoice processing using systems like AiM and OurDay. They track expenses, ensure timely payment reconciliation, and respond promptly to customer inquiries, coordinating site visits to address concerns and ensure satisfaction. In collaboration with University Payroll, the Coordinator monitors timekeeping records, addresses discrepancies, and ensures accurate payroll processing for PDC staff. They also manage contractor badges, assist with ad-hoc administrative tasks, and serve as a backup for the facilities department receptionist. This position demands strong organizational skills, attention to detail, and excellent communication abilities to engage with internal teams and external stakeholders. It offers an excellent opportunity for growth in a dynamic, fast-paced work environment, ideal for someone looking to build a career in administrative and purchasing support.

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. (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 bend at the waist. (Frequent)
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 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. (Frequent)
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.
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

Nice To Haves

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 perform 'pinching' operations. (Infrequent)
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 lbs., unassisted. (Infrequent)
Ability to work in dusty areas. (Infrequent)

Responsibilities

Provide administrative support to the Director of Planning, Design, and Construction (PDC), Construction Manager, and the PDC department which may include managing daily communications, including phone calls, emails, and AiM customer requests.
Assist shop personnel with the procurement of materials and track purchases in AiM.
Process vendor invoices after work is completed.
Monitor shop work orders, ensuring timely closeout of construction and maintenance orders.
Respond promptly to customer service inquiries via email and phone.
Coordinate and conduct site visits with customers to address concerns and ensure timely, accurate responses.
Assist Director with scheduling meetings and mandatory staff training sessions.
Attend meetings as needed and take meeting minutes.
Draft and distribute departmental communications to staff.
Oversee purchasing functions for PDC, including requesting quotes, submitting work orders, and coordinating vendor visits.
Manage procurement transactions such as purchase orders, requisitions, invoicing, payments, change orders, and other vendor-related transactions in collaboration with the Finance Department.
Assist with billing and accounts receivables for PDC, ensuring timely reconciliation of payments received against actual costs, invoicing for late or partial payments, and addressing customer inquiries and correspondence.
Provide support to department personnel with requisitions and reimbursements through OurDay.
Provide administrative support to the Business Services leadership team, ensuring smooth daily operations and effective management of administrative tasks.
Schedule and manage meetings, assist in planning and coordinating logistics for training sessions, team events, and cross-departmental meetings.
Edit and update documents across platforms such as OurDay, Excel, Word, and PowerPoint.
Assemble and format materials, including training guides, presentations, and internal documentation.
Research and retrieve missing data from systems like AiM, OurDay, and shared drives.
Order and maintain inventory for office supplies and materials for four teams.
Support new hire onboarding by assisting supervisors in setting up workstations and preparing welcome materials.
Maintain proper documentation in shared network drives and physical files in compliance with record retention standards.
Perform other administrative duties as requested by the Department Administrator.
Assist with various ad-hoc administrative tasks to ensure the smooth functioning of the department.
Coordinate departmental events, assist with project management, prepare reports or presentations.
Support the Department Administrator with scheduling meetings, managing communications, and responding to departmental inquiries.
Support the SAFE Team to include scheduling monthly meeting rooms and sending invitations, maintaining the distribution list, providing the monthly sign in sheet, and maintaining documents in the SAFE T Teams folder.
Serve as backup for the facilities department receptionist, including covering the front desk as required.
Collaborate with Administrative Coordinators to cross-train on key responsibilities, ensuring seamless coverage and support as needed.
Procurement and Administrative Support to the sign shop.
Input vendor requisitions in OurDay and track the status of purchase orders to ensure timely processing.
Set up new vendors and update existing vendor forms within OurDay to maintain accurate and up-to-date records.
Assist with invoicing when necessary.
Coordinate office supply orders through Staples and Amazon, ensuring timely and accurate fulfillment of departmental needs.
Timekeeping for PDC - Works closely with University Payroll staff for accurate and timely payroll processing.
Point out discrepancies and potential problem trends to supervisors, director, and lead timekeeper (i.e., excessive tardiness, PTO/leave, overtime, LWOP etc.).
Make sure all edits are made in OurDay for supervisor's approval under PDC.
Monitor FMLA and Workers’ Compensation to ensure timecard is correct.
Provide administrative support to the Director of Biomedical Engineering and team.
Manage the issuance and tracking of vendor and contract employee badges for both the University and Medical University of South Carolina Hospital Authority (MUHA).
Work closely with external vendors, contractors, and internal departments to ensure proper identification and access control.