UNIV-Administrative Coordinator I- Maintenance Administration

Medical University of South Carolina•Charleston, SC

3d•Onsite

About The Position

Provides administrative support to the Executive Director of Utilities and Energy and Facilities Leadership. Responsible for coordinating administrative functions, training and compliance activities, fleet management, inventory and property control, procurement processes, and departmental operations. Requires exceptional organizational, communication, problem-solving, and customer service skills, with the ability to manage multiple priorities while maintaining confidentiality and professionalism.

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.

Responsibilities

Provides general administrative support to the Executive Director of Utilities and Energy and Facilities Leaders and teams by coordinating daily activities and supporting departmental operations.
Manages and maintains calendars, including scheduling meetings, appointments, conference calls, and operational events.
Prepares, edits, and distributes correspondence, reports, presentations, work orders, and other business documents, including confidential materials.
Coordinates meeting logistics, records meeting minutes, and distributes information to leadership, staff, and stakeholders in a timely manner.
Serve as the front desk and first point of contact for Engineering & Facilities, providing exceptional customer service and professional assistance to employees, vendors, visitors, and internal partners.
Manage incoming inquiries, provide information and direction, and ensure requests are routed appropriately and handled in a timely manner
Serves as the central scheduler for Engineering and Facilities using the university scheduling system (25Live).
Provides exceptional customer service to employees, vendors, customers, and departmental stakeholders.
Assists shops and departments with special projects, administrative initiatives, and ongoing operational support.
Maintains departmental records, filing systems, and documentation.
Coordinates departmental mail distribution and processing.
Collaborates with other Administrative Coordinators to ensure continuity of operations through cross-training and workload support.
Coordinates training programs and compliance activities to support departmental and regulatory requirements.
Assesses training needs for new and existing employees and communicates available training opportunities.
Coordinates, schedules, tracks, and maintains records for Driver Defense, mandatory training, and other departmental training programs.
Develops and maintains training schedules for asbestos awareness, defensive driving, above-ceiling work, forklift operation, and other required certifications.
Monitors employee certifications and training compliance to ensure organizational and regulatory requirements are met.
Maintains accurate training records and provides compliance reports to leadership as needed.
Processes travel reimbursement requests and supporting documentation associated with training activities.
Coordinates administrative functions related to the Facilities fleet program to support compliance with State Fleet Management requirements and organizational policies.
Coordinate and maintain accurate fleet records, including vehicle inventory, insurance information, driver authorization records, and monthly mileage logs.
Ensure all database files containing vehicle, insurance, driver, and mileage information are accurate, complete, and up to date for the entire fleet inventory and all authorized facility drivers.
Coordinates administrative processes associated with vehicle acquisitions, transfers, and asset disposals.
Prepares and distributes fleet-related correspondence and documentation.
Serves as departmental liaison with the Accident Review Board and supports compliance with State Fleet policies and MUSC fleet program requirements.
Conducts routine audits of fleet inventory and driver records to ensure data accuracy and regulatory compliance.
Monitors key deadlines related to insurance renewals, vehicle registrations, driver eligibility, and asset management activities.
Maintains records and reporting necessary to support safe and efficient fleet operations.
Provides administrative support for inventory management, property control, and procurement activities for Utilities and Energy and Facilities Operations in coordination with Business Services, Procurement, Finance, and other departmental stakeholders.
Serves as the Engineering & Facilities liaison supporting annual verification of major movable assets and assists with maintaining accurate property records and documentation.
Assists with asset management activities, including acquisitions, transfers, disposals, and surplus property processes in coordination with Property Control.
Coordinates surplus property activities by preparing documentation, entering required information into applicable systems, and supporting the timely disposition of assets.
Supports departmental audits and reporting requirements related to inventory, assets, and property control activities.
Provides administrative procurement support.
Serves as the departmental coordinator for punch-out ordering, including placing orders, monitoring order status, maintaining purchasing documentation, and ensuring materials and supplies are obtained to support operational needs.
Coordinates ordering of parts, materials, equipment, and services required to support daily departmental operations while ensuring compliance with established procurement processes.
Obtains vendor quotes, assists with vendor coordination, and supports site visits, service requests, and operational needs as assigned.
Processes employee and vendor parking permit requests and maintains related documentation.
Coordinates after-hours parking passes and emergency response access passes.
Serves as a liaison between operational shops, Business Services, vendors, Finance, Procurement, and other stakeholders to facilitate efficient communication, timely resolution of issues, and effective support of departmental operations.
Performs additional administrative and operational duties in support of departmental leadership and organizational objectives.
Assists with special projects, departmental initiatives, and process improvement efforts.
Coordinates departmental events, meetings, and training activities.
Prepares reports, presentations, correspondence, and other business documents.
Provides administrative support for emerging operational needs and strategic priorities.
Performs other related duties as assigned.