UNIV - Administrative Manager I- COM DO: CoE HR

Medical University of South Carolina•Charleston, SC

2d•$58,854 - $105,978•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.

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.
Oversees training for all members of the CoE-HR Core Team as well as the CoE-HR deputies when required.
Responsible for completing 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 including Faculty, Classified, Unclassified, Temporary, Research Grant, Residents, Post-doctoral Fellows and Scholars, Contingent Workers, MUSCP Staff, Clinical Faculty secondary MUSCP positions, return retirees (staff and faculty), position classifications and job types/families, and identity management.
Serves as a contact between the CoM Departments/Supervisors and MUSC/MUSCP Employee relations teams.
Advises departmental leaders and employees on conflict resolution and ensures adherence to all institutional and departmental policies and procedures.
Manages the annual employee performance evaluation process for CoM staff and backs up CoE-HR Director on annual mandatories, annual employee satisfaction process and conflict of interest systems for CoM departments/personnel.
Serves 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.
Manages the processing of and insuring successful completion of College of Medicine departments’ personnel actions to including hiring, termination and payroll.
Coordinates 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.
Insure 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.
Insure CoM Policy on observers and shadowers in clinical space is followed.
Insure policies on minors in the workplace are followed.
Manages the faculty hiring, recruitment, and onboarding process to include all required documentation for faculty appointments, credentialing, licensing, and resource needs in CoM departments.
Assists departments with overseeing the annual faculty contracting process and faculty appointment renewal process as needed.
Manages and facilitates 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.
Collaborates 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.
Other duties as assigned.
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.