UNIV - Administrative Coordinator - College of Graduate Studies

Job Description Summary

The Administrative Coordinator provides essential support to the College of Graduate Studies (CGS) Dean’s Office, manages special events, oversees communications and social media, and supports administrative strategic initiatives.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC000947 CGS DO Administration

Pay Rate Type

Hourly, Salary

Pay Grade

University-05

Pay Range

38,985.00 - 55,559.50 - 72,134.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Position Summary:

The Administrative Coordinator provides essential support to the CGS Dean’s Office, manages special events, oversees communications and social media, and supports administrative strategic initiatives. This role ensures efficient operations and compliance with university policies.

This position will be completely in person.

Reports To: College Executive Administrator

MUSC Minimum Training And Experience 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

Preferred Experience: Communications experience and high level administrative support.

Position Duties

35% College Office Administrative Support Services

Provides presence and coordination for the day-to-day functions of the CGS Dean’s Office. First point of contact for visitors to the College; triages to other CGS staff for optimal service.

Backup coordinator for the booking of rooms through 25Live and other contacts. Monitors all College supplies, ensuring acceptable inventory is kept; processes supply orders for CGS staff as needed.

25% CGS Special Events Manager

Functions as the College Special Events Manager for all CGS events by maintaining a master calendar for events across the College. Works with other academic programs to devise ways to staff events and implement potential cost savings initiatives. Streamlines processes across the College for efficiency.

Provides administrative support for Career Day, A2A (accelerate to academia) and A2i (accelerate to industry), EE Just Symposium, and future assigned events. Leads MUSC Research Day under the direction of the CGS Director/Assistant Dean of Academic Affairs. Schedules catering, prepares communications, and tracks registration and attendance for each event assigned to. Provides budget needs for approval and ensures adherence to budgetary expectations by tracking event expenditures and registration fees for each event. Provides budget to actuals summary to Dean’s office leadership for all events and makes recommendations to leadership for changes to future events.

25% Communications and Social Media

Serves as primary writer and editor for College social media accounts and the College website. Utilizes software design tools such as Adobe Creative Suite, Canva, etc. to create brochures, flyers, posters and other marketing and communications material for general College use and special events. Sits on University wide website and other committees to monitor and implement changes as needed. Works with staff and outside vendors to design and order marketing materials.

10% Administrative Strategic Initiatives Support

Under the guidance of the Executive Assistant and Director of Strategic Initiatives and the Dean(s), provides general administrative and logistical support for College wide initiatives. Coordinates staff retreats annually. Works with Graduate Student Association (GSA) board members to facilitate and support approved student initiatives.

5% CGS Records Management

Responsible for keeping abreast of record retention requirements at the University level and ensuring College compliance. Makes recommendations for policy and procedure changes regarding records management; works with staff to track and purge files once retention deadlines have been met and digitize hard copy files as appropriate.

Additional Job Description

Minimum 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. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees