UNIV - Administrative Coordinator II - Department of Neurosurgery

Medical University of South Carolina • Charleston, SC

1d • $52,100 - $88,600 • Onsite

About The Position

The Assistant to the Chair provides support for the Chair and, as required and directed by the Chair and Vice Chair of Finance and Administration, support for other senior level leaders in the Department of Neurosurgery. This position interacts with patients, faculty, staff, visitors, and students. This role serves as a strategic partner in the College to ensure effective communication from the Chair’s Office, as well as the organization of meetings, and other support to the Chair. The position will work with, and make decisions independently and on behalf of the Chair, and will advocate on behalf of the Chair to communicate the Chair’s initiatives and strategies to various constituencies. This role is privy to highly sensitive and confidential information, and the use of diplomacy and discretion is critical and required.

Requirements

• A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three 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

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

Responsibilities

• Serves as the initial contact for the Chair’s Office, using diplomacy and public relations skills to appropriately direct questions to Division Directors, staff, faculty and student services; manages inquiries about Neurosurgery activities and procedures through written and oral communications.
• Serves as the Chair’s personal liaison with campus decision-makers as well as the individuals who report to these administrators and key members of the business community.
• Leverages relationships and resources to promote the initiatives and strategies of the Chair’s Office.
• Manages the Chair’s calendar and serves as the central point of knowledge for the Chair’s staff, eliminates conflicts in appointments and provides details for each calendar event, plans and manages for recurring events; authorizes and approves meeting requests for the Chair’s time.
• Scheduling and executing of Department wide Teams meetings monthly as well as soliciting senior leadership for agenda items for those meetings.
• Responds in a timely manner to all requests from various sources, both internal and external, for the Chair’s time.
• Anticipates the Chair’s needs, takes initiative to identify effective solutions, and fully executes resolutions to the highest standards
• Develops and maintains broad knowledge of the Department’s organization, personnel functions, programs, partnerships and initiatives.
• Finds solutions to issues, challenges and opportunities that arise daily.
• Prepares and edits correspondences, communications, presentations and other documents requested by the Chair on his/her behalf.
• Manages, coordinates and completes all aspects of the FT and PT faculty and APP recruitment process to include affirmative action, advertising, obtaining APT approval, reporting, etc.
• Collects candidate data, including salary information, coordinates scheduling needs and facilitates interview process for all open faculty positions, including but not limited to travel arrangements, interview scheduling, organizing meals, escorting candidates, providing templates, maintaining candidate rating forms, and sending follow-up/thank you emails.
• Communicates with search committees, leadership, faculty and staff in a timely manner to ensure interview participation.
• Completes onboarding process and new hire paperwork for all faculty new hires.
• Manages and oversees the affiliate faculty recruitment and employment process.
• Provides logistical support, coordination and management of the Chair’s travel needs, as well as executive visitor travel to Charleston on behalf of the college.
• Serves as the Chair’s ambassador for international guests; researches and utilizes appropriate protocol, as required
• Provides fiscal support for the Chair, including procurement services, travel authorization forms, travel arrangements, as well as providing support in researching fiscal transactions.
• Reimbursements for all travel and expenses associated with the Chair for any conferences, meetings within the state, donor related entertainment etc done in a timely manner.
• Maintains the Chairs CV.
• Generates all MSD letters for graduate level programs within the college to go out over the Chair’s signature.
• Collects information, coordinates paperwork, and drafts and finalizes student recommendations to residency and postgraduate programs.
• Assists the Chair with special projects/events, which could include organizing materials, gathering data, consulting with information sources, drafting summaries, and other related activities as agreed upon with the Chair.
• Acts as point of contact for all special projects and communicates project status to all participants; analyzes risks and potential delays / pitfalls for each project
• Provides research assistance to the Chair, primarily editing manuscripts and creating PowerPoint presentations, manipulating data in excel, creating pdfs, using Teams, Onedrive, Box, drafting announcements, emails, correspondence, nomination letters etc.
• Conducts research, collects data, collaborates with key individuals to analyze data, and prepares reports and documents requested by the Chair.
• Serves as subject matter expert for the Department on all faculty related issues.
• Attends trainings, information sessions and other faculty related meetings to remain current on all University and College changes and policies related to faculty.
• Other reasonable duties as assigned by the Chair.

Benefits

• The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.
• Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED