UNIV - Administrative Manager I- COM DO: CoE HR

Medical University of South Carolina•Charleston, SC

1d•Onsite

About The Position

The COM DO's office is recruiting for an Administrative Manager to manage and support the CoE HR team along with the departments in the COM. This position serves as the primary contact between departments, supervisors, leadership, central HR and other area enterprise wide. The role involves supervising and providing daily guidance to CoE-HR staff, coordinating and overseeing CoE-HR efforts with CoM departments, and managing training for the CoE-HR Core Team and deputies. The Administrative Manager is responsible for ensuring departmental human-resource related needs are identified and met, partnering with other administrative team members for seamless service provision, and serving as backup to the CoE-HR Manager as needed. Additionally, the role requires acting as a subject matter expert for internal and external stakeholders, CoM departments, and the CoE-HR team, maintaining up-to-date knowledge on various MUSC employment types, position classifications, and identity management. The position also serves as a liaison between CoM Departments/Supervisors and MUSC/MUSCP Employee relations teams, advising on conflict resolution and policy adherence. It manages the annual employee performance evaluation process, backs up the CoE-HR Director on mandatories and conflict of interest systems, and ensures client department records are maintained. The role manages personnel actions including hiring, termination, and payroll, coordinates employee action requests, recruitment postings, and salary changes, and ensures compliance with FTE management. It also assists departments with reviewing and revising Position Descriptions, prepares justification letters, processes requests for contingent workers and volunteers, and ensures compliance with observer, shadowers, and minors in the workplace policies. Furthermore, the Administrative Manager oversees the faculty hiring, recruitment, and onboarding process, assists with faculty contracting and renewal, and manages the Faculty Promotion and Tenure process. The position serves as the primary point of contact for the MUSC Center of Global Health, monitoring visa holders and assisting departments with visa-related documentation. It involves planning and attending meetings, serving as a liaison for HR-related issues, representing the CoE-HR, promoting communication, and collaborating on the CoE-HR budget and strategic staffing needs. Finally, it oversees all faculty affairs processes, advises on faculty affairs processes and APT guidelines, ensures compliance with APT guidelines, manages data entry for AAMC, and trains personnel on relevant systems.

Requirements

A bachelor's degree
Four years relevant experience in administrative services, public administration or business management.

Responsibilities

Supervise and provide daily guidance to CoE-HR staff and coordinate/oversee all CoE-HR efforts with CoM departments.
Oversee training for all members of the CoE-HR Core Team as well as the CoE-HR deputies when required.
Complete planning stages, annual evaluations and provide feedback on performance.
Administratively ensure that departmental (client) human-resource related needs are identified and met across the enterprise.
Partner with other administrative team members to ensure a seamless provision of services to client departments.
Serve as backup to CoE-HR Manager as needed.
Serve as subject matter expert for and trouble shoot issues for internal and external stake holders, CoM departments and CoE-HR team.
Maintain up to date knowledge regarding topics, requirements and processes including different employers within MUSC (MUSC, MUSCP, MUHA) as well as MUSCP membership, different types of positions, position classifications and job types/families, and identity management.
Serve as a contact between the CoM Departments/Supervisors and MUSC/MUSCP Employee relations teams.
Advise departmental leaders and employees on conflict resolution and ensure adherence to all institutional and departmental policies and procedures.
Manage the annual employee performance evaluation process for CoM staff and back up CoE-HR Director on annual mandatories, annual employee satisfaction process and conflict of interest systems for CoM departments/personnel.
Serve as advisor and reviewer of employee evaluations referring issues to Human Resources as appropriate.
Ensure records for client departments are maintained daily by CoE-HR staff.
Manage the processing of and ensuring successful completion of College of Medicine departments’ personnel actions to including hiring, termination and payroll.
Coordinate all personnel functions to include employee action requests (in-band/reclass position updates), posting recruitment positions, salary changes.
Ensure College of Medicine FTE management process compliance.
Assist CoM departments with reviewing, revising, and re-writing Position Descriptions' (PDs) to better reflect added job duties, breakdown of percentages, and responsibilities.
Collaborate with departmental contacts to gather information and prepare letters of justification for the requested personnel action.
Ensure shared files are kept up to date for assigned departments and by Core CoE-HR team.
Process requests for contingent workers, volunteers, observers, job shadowers, affiliate/partners, etc.
Ensure CoM Policy on observers and shadowers in clinical space is followed.
Ensure policies on minors in the workplace are followed.
Manage the faculty hiring, recruitment, and onboarding process to include all required documentation for faculty appointments, credentialing, licensing, and resource needs in CoM departments.
Assist departments with overseeing the annual faculty contracting process and faculty appointment renewal process as needed.
Manage and facilitate the Faculty Promotion and Tenure process for departments semi-annually as appropriate.
Serve as the primary point of contact for the MUSC Center of Global Health as liaison for assigned departments in the College of Medicine.
Monitor visa holders within client departments for changes in status, expiration dates and other events that could necessitate revised or new petitions.
Assist departments in completing documentation/ensuring documents are all correct to support visa status when appropriate.
Maintain a working knowledge of visa types such as (H-1 B employment VISA, J-1 Exchange Visitor Visa, 8- 1 VISA, TN Visa, F-1 Student Visa, Conrad Waivers).
Plan, coordinate and attend meetings as required and participate on committees as directed.
Serve as liaison on departmental HR related issues for CoM leaders and supervisors.
Accurately represent the departments served by the CoE-HR, promote open and transparent communication between the departments, CoE-HR, and other enterprise constituencies and disseminate information accurately and consistently.
Collaborate with CoE-HR Director on monthly budget for the CoE-HR.
Assist with strategic staffing needs within the CoE-HR, incorporating the department’s mission, finances and projected growth.
Oversees all faculty affairs processes and advises department chairs, college leaders, faculty and administrative personnel on faculty affairs processes and ensure compliance with the APT guidelines for the College of Medicine and MUSC.
Ensure assigned team members staff Appointments, Promotions and Tenure (APT) Committee and sub-committees, revise APT guidelines at the direction of the APT Chair and ensure that the APT website is current and accurate.
Manage the entry of data into the system for the College of Medicine and the database for the AAMC.
Train departmental personnel in the use of Interfolio and similar systems as needed.
Other duties as assigned.