UNIV - Administrative Coordinator II - University Risk Management, Workplace Health and Safety

Medical University of South Carolina•Charleston, SC

12d

About The Position

The Business and Administrative Coordinator II supports the University Risk Management – Workplace Health and Safety (URM–WHS) department by coordinating executive-level reporting, regulatory documentation, and day-to-day administrative operations under the direction of the URM–WHS Director. This position compiles and maintains complex data and performance reports for institutional and regulatory compliance; coordinates scheduling, meetings, on-call assignments, and departmental communications; and manages accurate recordkeeping and data entry for safety and compliance programs. The coordinator also assists with basic fiscal tasks such as processing purchase orders, invoices, and timekeeping reports to ensure accuracy and adherence to MUSC policies. Through strong organization, attention to detail, and effective communication, this role supports the efficient and compliant operation of the URM–WHS department.

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.

Responsibilities

Provides executive level reporting and operational support to the University Risk Management department with regards to all MUSC and MUSC Health System activities.
Prepares, maintains, and tracks executive level data and reports for URM performance and federal, state, accreditation, or regulatory compliance as requested by the URM Director and/or Business Manager in support of MUSC and MUHA and MUSCP shared service agreements and budgeting.
Works with the URM Director to audit and process departmental invoices in a timely manner.
Sends out quarterly, semi-annual, and/or annual invoices to customers.
Prepares purchase orders, interdepartmental transfers, and advises manager if payments are not received in a timely manner.
Manages department expenses when state credit card is used, keeping receipts and forwarding information to URM P-Card Liaison.
Responsible for purchasing supplies and equipment for the department.
Under the direction of the Business Manager, will be responsible for the day to day administrative operations for the University Risk Management department.
Administrative duties include scheduling meetings, taking meeting minutes, processing incoming and outgoing mail, creating and distributing the monthly trouble call calendar; updating the Simon On Call Paging department schedule monthly, and as needed; answering telephone and dispatching trouble calls and emergency response activities to staff members using the telephone or Simon Paging system
Record keeping and data entry for the department.
Ensures all department files and records are organized, accurate and readily accessible to URM staff.
Responsible for department data entry and report generation to include, but not limited to, entering fit testing records into Epic, preparing presentations, submission of monthly vehicle mileage logs, and managing equipment inventory using fixed assets number tracking system.
Responsible for auditing and managing reporting for bi-weekly and monthly KRONOS hours for approximately 25 employees in a timely manner for the URM Department, to include University and Hospital employees