UNIV - Administrative Coordinator I - Department of Neurosciences

Medical University of South Carolina•Charleston, SC

1d•Onsite

About The Position

The Administrative Coordinator I will report to the Department Administrator and support the department’s administrative, academic, and research missions. This position will work closely with students, staff, and faculty and provides high- level administration, project coordination, and operational support to the Department of Neuroscience. Strong organizational, independent thinking, and multitasking skills are essential.

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

Serve as Office manager by applying a thorough understanding of institutional and departmental policies, procedures, and guidelines to assist faculty and staff.
Oversee daily operations and coordinate departmental events.
Serve as project manager for office and lab transitions, including planning, and executing lab closeouts, office moves, and space preparation for new faculty and staff.
Manage the department requests for repairs or required tasks and coordinate completion in a timely manner.
Keep updated records with office and lab locations.
Maintain departmental supplies for workspaces across multiple buildings; help receive and track deliveries and manage key inventory.
Organize and maintain department storage areas and conference rooms.
Ensures conference room readiness, including IT equipment functionality and scheduling support.
Update department highlights via display monitors in several buildings and seminar/meeting schedules as necessary.
Assist with departmental communications, including announcements, event notifications, and policy updates in collaboration with leadership.
Assisting with planning and executing department events (such as WIPs, Seminars, Colloquium, and T32 retreat).
Support setup and takedown for department events and speaking engagements.
Coordinate travel arrangements for guest speakers and faculty, including booking flights, hotel, transportation, and other reservations.
Keep records of all event expenses and processes.
Assist with annual events like graduate student retreat, holiday party, and departmental celebrations.
Support department procurement by serving as a Pcard holder and liaison for department purchases, service contracts, and event agreements.
Help maintain Neuroscience space spread across 6 buildings.
Processes and manages procurement activities to include Pcard purchases, travel and personal reimbursements, recruitment expenses, and service agreements.
Monitor and manage departmental service contracts and repairs; identify cost-saving opportunities and efficiencies.
Assist with the annual inventory process, submit surplus requests and track progress.
Ensure all assets are tagged and recorded appropriately.
Serves as the Timekeeper for the department which consists of ~120 individuals.
Assists with keeping current documentation for processes in shared location that is easily accessible.
Responsible for ensuring all timekeeping policies and procedures are followed (annual leave, sick leave, LWOP, Comp Time, FMLA, etc.) to stay compliant with all MUSC policies, State laws, and Federal laws.
Works with CoE, University Human Resources, and others to resolve all timekeeping issues in a timely manner.
Maintain overtime, leave, FMLA, and other usage records.
Provide reports to managers and Department Administrator in a consistent, timely manner.
Develop, update, and maintain standard operating procedures (SOPs) and shared departmental resources.
Provide administrative and coordination support for the Neuroscience I3 initiative and other Chair-directed priorities.
Coordinate scheduling, logistics, and communications for meetings, retreats, and initiative-related activities.
Track progress and provide timely, consistent updates to leadership and stakeholders.
Support both in-person and virtual meetings, including preparation and follow-up communications.
Provide administrative support for the Center for Biomedical Imaging (CBI) and other departmental cores.
Coordinate CBI seminar series, including speaker communication, scheduling, and recording of presentations.
Meet regularly with the CBI Director and participate in monthly staff meetings.
Organize and facilitate CBI Town Halls (three times annually).
Monitor and respond to CBI communications (email and phone).
Provide administrative support to core directors as needed and assist with rate study survey and budget documentation.
Assists with recruitment, hiring, on-boarding and training for new volunteers, faculty and staff, and off-boarding and lab/office close outs.
Assists with the visa processing within the department and coordination of the annual personnel evaluation process.
Support IPF approval and grant submission process by gathering documentation.