UNIV – Administrative Assistant- Dean’s Office: College of Health Professions - MUSC

Job Description SummaryThis role encompasses a range of administrative responsibilities, including answering phones, greeting and announcing guests, and providing customer service to internal and external constituents. It involves validating park...

Job Description Summary

This role encompasses a range of administrative responsibilities, including answering phones, greeting and announcing guests, and providing customer service to internal and external constituents. It involves validating parking, scheduling conference rooms, and maintaining the college's annual calendar. The position also includes updating directories, phone rosters, and email lists, as well as producing the Dean's weekly podcast and coordinating colleague spotlights. Additionally, the role provides creative and administrative support to the Development team, offers primary support to the Assistant Dean for Finance and Administration, and manages inventory and supply orders. Compliance tracking, mail and package handling, and serving on the Executive Support Shared Services team are also key duties. Furthermore, the role involves administrative support for Faculty Assembly and Faculty Council meetings, including scheduling, arranging meeting spaces, and maintaining accurate records.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000214 CHP - DO Admin

Pay Rate Type

Hourly

Pay Grade

University-04

Pay Range

Scheduled Weekly Hours

40

Work Shift

Job Description

25%

Responsibility: Answers the phone. Greets and announces guests to the office for al administrators in the Dean's Office. Interacts with University, College, and external constituents on behalf of the office. Performs internal and external customer service. Serves as college-wide resource connecting employees with the necessary resources.
Validates parking for approved guests of the College and maintains an accurate reporting system for parking expenses. Provides room scheduling for the Dean's conference rooms (A330, A306, A102), including confirmation of reservations. Provides oversight and maintenance of the college's annual calendar. Supervises Dean's Office federal work study students.

25%

Responsibility: Responsible for maintenance, design, and distribution of the College's Shared Services Directory. Prepares and updates phone rosters, directories, CHP email lists, CHP emergency list, and CHP birthday list. Reports newsworthy events by creating the Dean's weekly podcast. Coordinates the colleague spotlight for the podcast.
 

10%

Responsibility: Provides creative and administrative support to the Development team, including organization of alumni resources and other creative and administrative tasks as needed.

10%

Responsibility: Provides primary support for the Assistant Dean for Finance and Administration. Plans, coordinates, and performs executive level administrative support services for the Assistant Dean for Finance and Administration to include calendar monitoring to maintain the Assistant Dean's schedule. Maintains an intimate knowledge of the Assistant Dean's needs, goals, and objectives to prioritize appointments and access of faculty, staff, external constituents, and University officials. Compiles and presents data for special projects; arranges for and creates agenda for Shared Services Team Leader or other financial meetings on an as needed basis; aids in planning and coordinating special events; and monitors travel arrangements for the Assistant Dean. Makes travel arrangements for Associate Dean for Student Affairs.

10%
Responsibility: Manages administrative processes for maintaining an accurate ordering system on behalf of the Dean's Office. Anticipates needs and maintains an accurate inventory of supplies. Orders supplies and communicates with vendors. Initiates purchasing card transactions in accordance with the MUSC policy and guidelines, uploading all receipts into Works in a timely manner. Collaborates with Dean's Office Finance Administrative Coordinator, to coordinate office equipment maintenance and repair.

5%
Responsibility: Compliance Tracking/Management: Tracks compliance for mandatory trainings for all college employees, including Conflict of Interest, General Mandatories, and Diversity &Inclusion Training hours. Partners with college leadership to remind employees of outstanding compliance requirements. Provides oversight for compliance of OurDay training module deadlines for the college. Maintains correspondence with central administration's compliance office.
 

5%
Responsibility: Sorts and maintains Dean's Office mail. Processes and tracks package delivery (both incoming and outgoing) with various delivery vendors for the Dean's Office.

5%
Responsibility: Serves on the Executive Support Shared Services team and provides backup to other team members as needed or in their absence to ensure the office runs smoothly.
 

5%
Responsibility: Provides administrative support for Faculty Assembly and Faculty Council meetings by coordinating schedules to determine optimal meeting date and time, reserving meeting space / scheduling Zoom meetings, and forwarding meeting invitations and email reminders, and ordering food. Maintains an accurate electronic filing system to record meeting agendas, minutes, and relevant material. May also be responsible for recording, editing, and distributing meeting minutes and presentations.

Additional Job Description

Minimum Requirements: A high school diploma and two years work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience. Some positions require a valid driver's license and good driving record; or correctable vision of 20/40 in both eyes, with or without conventional lenses, and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.41; or AAVMA certification. Some positions require eligibility for bonding. 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 while standing. (Frequent) Ability to perform job functions while sitting. (Frequent) Ability to perform job functions while walking. (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. (Infrequent) 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. (Continuous) Possess good finger dexterity. (Continuous) Ability to lift and carry 15# , unassisted. (Infrequent) Ability to lift objects from floor level to height of 36 inches, to 15#, unassisted. (Infrequent) Ability to lower objects, to 15 #, from height of 36 inches, unassisted. (Infrequent) Ability to push/pull objects to 15 #, 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. (Continuous) 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. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Continuous) 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.

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