UNIV - Administrative Coordinator II - Psychiatry: Addiction Sciences Division

Medical University of South Carolina • Charleston, SC

5d • Onsite

About The Position

Under the general supervision of the Division Administrator of the Addiction Sciences Division (ASD), the Administrative Coordinator plans, coordinates and directs business management activities associated with fiscal, grants, personnel, procurement, and supply and administrative services of the Addiction Sciences Division.

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

• ASD Purchasing Manager: Divisional Purchasing Manager: oversees all Procurement processes. Responsible for processing purchase transactions using the MUSC OurDay system, acts as the primary ASD Business office PCard holder, and uses other acquisition techniques in support of business, administrative, and grant requirements. To provide continuity of service without disruption, acts as backup purchaser to all research groups when their primary P-Card holder is out, has reached their monthly credit limit, or during transitional periods. Serves as PCard divisional trainer: Creates training documents for divisional/university workflow and procedures as well as trains new employees in purchasing methodologies and associated entry of financial information for PCard purchases in OurDay. Collects and facilitates applications for new PCards, changes in cardholder limits, and card cancellations. Oversee all travel processes in the division. Including coordinating travel arrangements ensuring they are in compliance with state and MUSC guidelines, as well as preparing travel reimbursement requests for Addiction Sciences Division faculty, postdoctoral fellows, staff, visiting speakers, and guests. Provides necessary documentation and calculations for foreign currency exchange rates for international travelers. Responsible for overseeing all ASD invoices. This includes reviewing invoices for accuracy, distributing them to the appropriate research group for verification of charges, documenting research group approvals, subsequently paying invoices per the appropriate procurement methodology or confirming the charges internally via ISD or REQ with other MUSC departments. Creates and maintains documentation of the workflows described above and provides reports as requested.
• Human Resources Manager Manages and oversees personnel operations for faculty and staff in ASD. Approves and oversees the development of position descriptions and clinical matrices, recruitment paperwork, job postings in OurDay, and the selection of personnel for each hiring supervisor. Oversee the on-boarding and off-boarding processes within the division to ensure smooth transitions for the employee and divisional operations. Conduct orientation for new employees including an introduction to relevant policies and procedures. Updates employee information in email contacts and divisional level records. Maintains an address and emergency contact list for all divisional staff and faculty and confirms accuracy annually. Interfaces with human resources personnel at the Department, College, and University levels, and keeps faculty and staff apprised of changes in human resources policies and procedures. Provides training in administrative and management practices to supervisory staff and assists in problem solving employee issues or situations. Maintains and regularly updates electronic personnel files. Ensures employee’s compliance in completion of annual mandatory training requirements and annual vaccine documentation. Loads faculty goals and accomplishments in Interfolio and assists and trains faculty annually with self-evaluations and submitting evaluations for routing. Conducts faculty group training sessions and 1-1 as necessary to meet institutional deadlines. Manages and oversees the timekeeping and leave accounting systems for both the University and the MUSCP employees in ASD. This includes setting up work schedule templates for new employees as well as adjusting schedule templates for current employees as needed (following FTE changes, etc.), teaching timekeeping in OurDay to new employees, and providing training for staff in the event of system updates. Additionally, oversee staff and faculty leave changes, timekeeping issues, policies related to leave, FMLA, overtime, etc., and biweekly approval of timesheets. Ensures accuracy and validity of pay codes and entries. Serves as a delegate for the Division Director to maintain time, approve leave requests, and ensure accuracy of timekeeping for faculty. Also serves as a delegate for supervisors to act on their behalf, or to cover duties in their absence. Maintains timekeeping records of requests and corrections, log of approvals, and delegations/tracking for audit purposes. Supervisor to all college student volunteers. Creates position descriptions, recruits, onboards, trains, and oversees each student to ensure projects are completed in a timely manner.
• Division Facilities, Space, and Inventory Manager Maintains up-to-date office assignment lists and maps ASD Faculty and Staff located in campus buildings as well as off-campus space. Submits and maintains current records of any staff remote work plans and shared/rotating office spaces to ensure maximum office utilization. Space Liaison to the COM Dean’s office for the RCM annual space survey, providing updated assignments and changes during the space review cycle. Physically confirms employee locations and room use accuracy for all ASD assigned spaces. Maintains records of shared workspaces, assessment and screening rooms, storage, and workrooms designated to ASD. Creates, updates, and provides access to shared research team screening, assessment, and conference rooms via calendaring systems. Trains new research staff on access and scheduling of shared rooms. Provides utilization analysis and reports upon request to Division Administrator and Division Director. Provides new employee office setup and oversees approved office moves and room use changes including the following types of work: overseeing furniture moves, ensuring ports are hot for computer systems: entering DCRs (data circuit requests) and TSOs (Telephone Service Orders) to activate new phone numbers/order new desk phone. Maintains reports on computer software for ASD Faculty and staff and biannually sends out reports on computer equipment replacement recommendations for budget purposes. Oversees and reviews ASD facility fix-it orders, ensuring completion of requests and intervening when progress has stalled. Manages ASD’s key collection, distribution, and record keeping for offices, shared spaces, desks, and locked file cabinets. Approves and submits lock shop IITs for new employees, moves, lost keys, and broken locks. Ensures employee key contracts are signed and collects/transfers key replacement fees to the divisional account to offset lock shop fees as delineated in the employee key contract. Oversees mail collection, distribution across campus. Locates tagged inventory and responds to inquiries from inside and outside of the division. Annually, functions as the ASD liaison to the COM Dean’s office to complete the annual inventory audit. Provides guidance to faculty for inventory trade-ins, coordinating required paperwork. Responsible for managing the division’s surplus items, coordinating cleanouts and disposals when appropriate, and removal of hazardous materials per university and state guidelines.
• ASD Division Website Manager Solicits website content from faculty for ASD websites; collects, updates, and maintains staff and program content. Maintains current training on website platform and standards published by the institution. Composes, designs, and publishes content, incorporating relevant pictures and graphics for the ASD website.
• Other Duties Demonstrates initiative, willingness, and flexibility to independently handle other work requirements as they arise in order to facilitate the business and administrative functions of the Addiction Sciences Division.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees