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UNIV- Administrative Coordinator II
4 months ago
Job Description
COM OurDay Transition Support and SuperUser (20%)
Serve as the Superuser for OurDay System for the Education Division.
Monitors the integration of new and current students into the OurDay system for the COM.
Sends reminders to students and monitors student completion of required university learning modules.; provide compliance reports to the university as requested.
Provide administrative support to the Associate Dean for Student Affairs and Student Wellness, Associate Dean for Student Affairs and Professionalism, and the College of Medicine Military Medicine Advisor (15%)
Serve as a principal point of contact for the College of Medicine Group on Student Affairs
Assist the Associate and Assistant Deans for Student Affairs by providing administrative support; scheduling student meetings and managing daily schedules.
Assist the College of Medicine Military Medicine Advisor by providing administrative support; scheduling student meetings and manages daily schedules.
Provide engaged assistance to ensure that students comply with academic and professionalism remediation plans.
Provide administrative support to the Associate Dean of the MUSC AnMed Health Clinical Campus.
Organize and maintain accurate files and records for all meetings related to academic progress and professionalism reviews; Maintain confidentiality of all materials related to counseling with students and other student related issues.
Compose, prepare, type, and distribute a variety of correspondence, memo, and responses; edit for accuracy and completeness.
Prepare agenda and minutes for GSA meetings.
Manage travel itineraries for GSA Team members.
Coordinates and schedules GSA annual retreats and related events.
Coordinate daily office functions to ensure efficient and effective GSA office operations.
Complete special projects as assigned.
Procurement Manager (15%)
Process expenditures/purchases/travel reimbursements for the Student Affairs unit, Student Council, and for the COM TEAM mentoring program.
Facilitate the processing of reimbursements, travel, and procurement for the Student Affairs Unit, Student Council, COM TEAM Program, COM Wellness Program, and related activities.
Create all contracts and manage the approval process for contracts for COM events and services including event vendors, facility rentals, streaming services accessibility services for events); confirm vendor eligibility within the MUSC system.
Maintain accurate financial records, post charges to UMS; reconciles credit card statement in accord with university regulations.
Process deposits for student background checks, and pagers.
Provide oversight of the procurement process; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances; preparing reports as requested.
Manage the annual GSA operational budget planning and provide day-to-day budget oversight.
Process expenditures/purchases reimbursements for COM TEAM program.
Maintain accurate financial records, post charges in accord with university regulations.
Provide administrative support and guidance in the development of Medical Student Performance Evaluation (MSPE) (10%)
Schedule student appointments for MSPE meetings.
Provide support in the MSPE development and complete revisions related to the incorporation of graphs in all letters, final edits of all letters, and the preparation of appendices as needed.
Provide guidance and serve as a resource to administrative support persons who require assistance in formatting MSPEs.
Ensure pertinent materials for MSPE are in the student's file.
Alumni Loyalty Fund Travel Grant program and Special Travel Requests (10%)
Provide guidance to students regarding the application process and requirements.
Facilitate the processing of reimbursements for the COM Alumni Loyalty Fund Travel Grant program for students who are approved to receive funding.
Facilitate the processing of reimbursements, travel, and procurement for students who are approved to represent the institution in national leadership roles.
Manage travel itineraries and submit payment for OSR leaders to attend AAMC meetings.
Provide reports to the senior leaders as requested.
Program Support (10%)
In collaboration with the Assistant Dean of Student Affairs, provides advance level program support directly related to the planning and implementation of COM student activities including:
Career in Medicine Program
Flex Careers in Medicine Seminar
Program Director Panels on the Residency Application and Virtual Interviewing
Careers in Medicine Student Representatives
Resident Advisory Committee – Mentorship program
White Coat Ceremony
Early Match Celebration
Oath Ceremony
Exam Breaks Preclinical Students
COM Team Program Orientation and Activities
Graduation Week Activities
Commencement Support
Getting Integrated and Fully Transitioned into Medicine School (GIFT) Program
COM Cup
COM Prom
Golden Apple Awards
Second Look Day
SOAP Week/Match Day
Step 1 Support
Expanded Wellness Program Activities
GQ Days
Medical Student Absence Request System (5%)
Receive and track all medical student absence requests submitted.
Refer medical student issues to the appropriate student affairs associate dean as needed, including elevating sensitive and urgent issues in a timely manner.
Professionalism Monitoring for COM (5%)
Oversight of the management of the tracking system to document all reported cases of unprofessional conduct and student mistreatment.
Maintain the tracking system to document student meetings for Associate and Assistant Deans for Student Affairs.
Maintain accurate files and records for all meetings related to professionalism reviews.
Escalate concerning behavior reports of concern to Associate/Assistant Deans for Student Affairs.
Assist in the management of students' behavioral monitoring contracts.
Share requests with curriculum leaders when appropriate and provide timely notification of approved absences to the appropriate curriculum faculty and staff.
Serve as Point of Contact for Library College of Medicine Preclerkship and Clinical Student Study Lounges (5%)
Review issues related to the COM student lounge spaces for preclinical and clinical students and Initiate resolutions related to reported concerns.
Collaborate with student leaders to ensure that issues are resolved in a timely manner.
Order supplies, furniture, and miscellaneous items for the COM student lounge spaces.
Inform GSA associate deans of pertinent high-level concerns regarding spaces.
Provide procurement support for various awards to medical students including all Global Health preclerkship and clinical student scholarships and Dream Maker grants (5%)
Provide procurement support for the Center for Global Health scholarships, COM Global Health Scholarships and Dream Maker grants.
Update the RFA as necessary after discussion with appropriate faculty.
Share application information and announcements with COM Student Affairs for dissemination to student body.
Assist with the coordination of program activities for the scholarships and grant in collaboration with the with education leadership.
Serves as a point of contact for the grants and scholarships and collaborates with the COM Finance Division to manage grants and scholarships accounting processes.
Preferred Education, Experience, and Skills
Education and Experience: Bachelor’s Degree; a minimum of five years of administrative support experience.
Skills: Demonstrated experience responding to and handling matters of a complex, confidential, and sensitive nature; Experience establishing and maintaining effective office systems and protocols. Excellent oral and written communications skills; Must be able to meet deadlines and prioritize tasks and responsibilities; A high level of competency using Microsoft Word, Excel, Outlook, Marketplace, UMS, and related business support software.
Other: Ability to exercise a high degree of tact and judgement in managing contacts; Strong relationship building skills and ability to effectively and positively interact with all levels of university administration; Must be able to work independently and as part of a team; Knowledge and understanding of College of Medicine priorities as well as an understanding of University and College policies and procedures.
Additional Job Description
Minimum 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. 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
