Classification Title: Administrative Coordinator I
College/Division: College of Nursing
Department: CON College of Nursing
Advertised Salary Range: $41,729
Advertised Job Summary:
Serves as the gateway for the Assistant Dean for Finance and Operations and the Human Resources Director, assisting faculty, staff, students, parents, outside constituents and the public. In collaboration with the CON Dean's Assistant, manages the central telephone and all related calls for the Dean's Office and College of Nursing; greets and directs all incoming guess and walk-ins; assist students with navigating through the CON as needed. Creates and coordinates front office coverage schedule, ensuring the Dean's Suite is open M-F 8:30 a.m. – 5:00 p.m., has a professional appearance, operates smoothly, and guess have a positive experience.
Provides administrative support to the Assistant Dean for Finance and Operations. Coordinates appointment calendar and manages calls; responsible for preparing general correspondence, reports, special assignments, researching background information as requested, and file management; manages and coordinates all travel related activities. Assists with special projects as needed. Manages and schedules meetings for the CON Operations Staff to include preparation and distribution of agendas, minutes, surveys and communication.
Provides administrative support to the Director for Human Resources performing a variety of personnel-related administrative and clerical tasks to include but not limited to support of ongoing employee functions involving faculty, staff, students, and temporary hires to include initiating hires and processing required HR actions, assisting with onboarding duties, and initiating I-9 Advantage E-Verify employment authorization; making photocopies of various and creating scanned documents; preparation of personnel files and fling. Serves as back up in the absence of the HR Director. Provide compliant-based responses to ongoing employee HR inquiries, process actions related to summer salary (ECOM), dual employment, and FMLA; execute terminations as appropriate, and work as needed on special projects; and ensure compliance with University, State, and Federal policies and procedures; while maintaining a high level of accuracy, timeliness, and confidentiality.
Initiates employee CON Onboarding, Personnel Updates, and Separations processes in appropriate CON Basecamp projects, and enters/updates employee information in CON Central database. Provides oversight of new faculty and staff office assignments, telephone and computer requests, key distribution, building directories, etc.
Serves as building manager, to include coordinating, planning and implementing building renovations, maintenance and housekeeping. Processes facilities requests and reconciles monthly maintenance billing charges posed in PeopleSoft. Provides CON oversight for: 1) facilities ticketing system; 2) mailroom as related to faculty/staff mailbox assignments and maintenance; 3) meeting rooms, to include scheduling and maintenance; 4) organization, security, and replacement of all keys. Works with the USC Police Department and Fire Inspectors to regarding building emergency action plan and ensure safety and compliance. Updates project plans, schedules and reports to the HR Director. Tracks, updates and maintains project requirements, documentation, issues, funding and risks, and supports all other project deliverables under the direction of the Assistant Dean/HR Director. Assists with facilitating building maintenance/renovation meetings and organizing meeting logistics, preparing meeting minutes and other communications as required. Assists in the need analysis, preparation of business case, or other required documentation during pre-planning sage. Manages and coordinates all tasks associated with one or more small projects with minimal complexity and risk, or a component of a larger project of minimal-to-moderate complexity and risk. Assists with inventory and audit.
Advertised Minimum Qualifications :
Bachelor's degree and 6 years related experience in business management, public administration, or administrative services; or equivalency.
The University of South Carolina System is comprised of the state’s flagship university in Columbia (founded in 1801 and currently one of the top 50 “Best Colleges” according to U.S. News and World Report), three regional comprehensive universities (USC Aiken, USC Beaufort and USC Upstate), and Palmetto College consisting of four two-year campuses (USC Lancaster, USC Salkehatchie, USC Sumter, USC Union and Fort Jackson/Extended University). Together, the USC System institutions offer more than 450 degree programs on campus and online and are uniquely positioned to meet the state’s educational, cultural, health and research needs. The System employs nearly 14,000 people who work daily to improve the lives of students, fellow South Carolinians and the world. Our diverse engaged faculty and staff enjoy a dynamic and intellectually stimulating work environment.