UNIV - HR Coordinator I - COM Dean's Office: CoE HR

Medical University of South Carolina•Charleston, SC

4d•Onsite

About The Position

The College of Medicine Dean's Office is seeking an Administrative (Human Resources) Coordinator to support the operations of the Human Resources Center of Expertise (CoE-HR) in the College of Medicine (COM). This role provides professional administrative support to assigned departments within the College of Medicine and serves as a liaison between the COM departments and University Human Resources Management, Medical University of South Carolina Physicians (MUSCP) Human Resources, the Center for Global Health, Medical University Hospital Authority (MUHA) Human Resources, and other internal and external stakeholders as appropriate. The coordinator will oversee and coordinate the departments' operating personnel systems, including hiring, termination, and employee relations. They will facilitate all personnel functions for the department including Position/Employee Action Requests, posting and hiring processes, faculty appointments, promotion and tenure, credentialing, compliance training, salary increases (reclass and in-band), and coordination of visa applications for incoming international faculty and staff.

Requirements

A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years’ experience in business management, public administration or Administrative services.

Responsibilities

Assist with the drafting and/or creation of position descriptions for all faculty, staff, and other types of employees, confirming necessary approval is obtained prior to submission.
Provide assistance with recruitment (posting on external sites) and/or arrange/participate in candidate interviews, and follow-up to ensure new hire processes are completed by candidates.
Facilitate non-recruited hires with the appropriate paperwork, ensure salary appropriateness, obtain necessary approval(s), and work directly with University HR Management, MUSCP HR, and MUHA HR to complete the hire.
Assist departments with the creation of New Hire in Our Day for all new hires, dual employment requests, bonuses, assignment changes, salary and fund changes, promotions, and TERM, ensuring appropriate routing.
Complete auxiliary new hire processes including Ourday, Sailpoint, etc.
Assist departments with reviewing, revising, and re-writing Position Descriptions (PDs) to better reflect added job duties, breakdown of percentages, and responsibilities.
Create and maintain current organizational charts for assigned departments/divisions.
Coordinate the onboarding process for non-paid opportunities for each department and for institutions that have an established relationship with the University, administering paperwork, obtaining approvals, and coordinating health screenings and administrative sign-up.
Coordinate and perform logistical and administrative tasks for the College of Medicine Human Resources Center of Expertise, assuring complete, accurate and timely performance of all appropriate services.
Administratively ensure that departmental (client) human-resource related needs are identified and met within MUSC, MUSCP and MUHA.
Partner with other administrative support staff to ensure a seamless provision of service to client departments, processing new hires, promotions, reclassifications, compliance training, etc.
Plan, coordinate and attend meetings as required and participate on committees as directed.
Serve as liaison on departmental HR related issues to include any initiatives requiring CoM Center of Expertise HR, accurately representing the departments served by the CoE-HR.
Coordinate and facilitate all aspects of Faculty Appointments for assigned departments within the College of Medicine, including preparing paperwork, credentialing, request for privileges, drafting offer letters, tracking tasks, collecting billing packets, tracking HR onboarding, scheduling compliance training, setting up 'Find a Doc' profiles, and collecting MUSCP HR paperwork.
Serve as the primary point of contact for credentialing service representative, University Human Resources Management, MUSCP Human Resources, Managed Care, and Credentialing Program Manager.
Ensure new provider marketing profiles are completed and updated annually.
Facilitate the Faculty Promotion and Tenure process for respective departments and/or faculty members with preparation and completion of promotion packets semi-annually.
Responsible for daily data entry into several databases to maintain a vast electronic filing system of all personnel related matters for the College of Medicine.
Ensure records for client departments are kept up to date in all HRIS systems.
Extensive daily data entry into the Access reporting system to internally track new hires, salaries, faculty offers, visas, bonus requests, increases and reclasses, volunteers, postings and COM committee approvals.
Assist each department with annual reviews for probationary review, catch-up review, annual on-cycle review, MyQuest, Employee Satisfaction and Conflict of Interest as requested.
Responsible for adding, updating and tracking completion of probationary, catch-up and on-cycle reviews in Ourday, including adding and updating pillar goals, success criteria, position descriptions and job duties, correcting goal rating scales, adding awarded achievement ratings, signing off on reviews and maintaining records.
Assign trainings and run reports on the departments that they work with as requested via Ourday.
Serve as Survey Ambassador for Employee Satisfaction, communicating up-to-date information to assigned departments about any issues that may arise.
Follow up with MUSC employees regarding Conflict of Interest responses that are required as a condition of employment.
Serve as timekeeper for the Dean and Dean's direct reports (28+) according to the College of Medicine Chair Leave Policy.
Serve as back-up timekeeper and/or provide timekeeping training and support as requested.
Time keeper responsibilities for five CoE-HR administrative staff.
Serve as back-up time keeper for University personnel in COM Dean's Office (68 employees), including running reports, cross-referencing reports with leave slips, and maintenance of electronic files.