UNIV - Administrative Coordinator I - CHP Dean's Office

Job Description Summary

Provides high-level administrative and operational support to the Dean's Office, with a primary focus on Student Affairs. This position manages sensitive student records, coordinates executive-level scheduling and special projects, oversees student data reporting and compliance processes, supports recruitment and student services initiatives, and serves as a key resource for college-wide administrative operations. Responsibilities include maintaining confidential records, preparing reports and data analyses, coordinating committee and search activities, managing student information systems, supporting policy administration, processing invoices, and collaborating across the college to ensure efficient day-to-day operations and compliance with university and regulatory requirements. The position also serves as a member of the Executive Support Shared Services team, providing cross-functional support to senior leadership and other administrative staff as needed.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001348 UNIV - Human Resources - Direct

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

39,300.00 - 53,100.00 - 66,800.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties 15%
Notetaking and Records Management: Provides administrative support in establishing and managing student records housed in the Dean’s Office, including managing highly sensitive and confidential information (e.g., student appeals, honor council records, political inquiries). Drafts letters on behalf of Dean’s office leadership. Arranges for a stenographer to transcribe CHP Student Honor Council Hearings. Communicates with the faculty advisor for Honor Council to keep all parties informed. Supports student recruitment and marketing efforts through tasks including regular meeting coordination and reports compilation. Serves as staff support for search committees for faculty and staff positions, including high-level faculty leadership searches.

Job Duties 25%
Plans, coordinates, and performs executive level administrative support services for the Associate Dean of Student Affairs. Maintains an intimate knowledge of the Associate Dean’s needs, goals, and objectives to prioritize appointments and access to faculty, staff, students, and University officials. Monitors calendar and prompt to keep on-time and on-schedule. Creates reports within OurDay that require reimbursement using travel information. Keeps the Associate Dean informed of all issues affecting Student Affairs and provides pertinent background information as needed. This includes compiling and presenting data for special projects; monitoring the implementation of college-wide student affairs initiatives; arranging for and taking minutes at exit interviews with graduating students, preparing summary reports and scheduling debrief meetings; aiding in planning and coordinating college-wide award ceremony events for students; arranging and taking minutes for Student Affairs Team meetings. Schedules meetings with faculty, staff, and current and prospective students; provides special project management and coordination as needed.

Job Duties 15%
Serves as CHP Team Administrator in Anthology Student, which includes creating, editing, and refreshing datasets; creating data dashboards; managing account access. Serves as point person for first tier questions and support relating to student data in Informer for the college. Partners with University Director of University Reporting to address the college's needs and goals regarding student data. Analyzes and distributes student trend data for purposes such as presentations to college leadership, marketing materials, grant applications, article manuscripts, and strategic planning for recruitment and marketing. Maintains file with current and previous data definitions and analysis for college. Responds to questions regarding student data from individual programs. Tracks new student criminal background checks and maintains confidential historical files. Coordinates with OEM and SR&I to request and track criminal background checks for all incoming students. Communicates with Associate Dean of Student Affairs regarding any results that require follow up. Communicates with Division Directors regarding additional checks needed for students returning from leaves of absence.

Job Duties 20%
Supports the Director of Student Services to manage student annual training compliance, provide enrollment updates for the Clinical Education team, create and distribute student Course Evaluations, manage Health Coach training program admissions and registration, schedule Outlook orientation sessions, support completion of annual and ad hoc report requests, and provide support for Alpha Eta.

Job Duties 10%
Serves on the Executive Support Shared Services team and provide backup to other team members as needed or in their absence to ensure the office runs smoothly. Provides secondary administrative support to the Dean and the Associate Dean for Academic and Faculty Affairs (ADAFA).

Job Duties 10%

Assists the Clinical Education team by coordinating invoices for payment to vendors for services provided.

Assists Clinical Education team with scheduling interviews for Clinical Education staff team members.

In partnership with Public Safety Office, coordinates annual Clery Act reporting process for college Campus Security Authorities including distributing and tracking training materials, compiling annual reporting spreadsheets for off-campus events, and compiling signed annual reporting disclosures from all CSAs.

Job Duties 5%
Utilizes PolicyTech to upload, update, and manage college policies pertaining to role in the Dean’s Office, including all college-level and program-level student handbooks and college-level facilities policies.

Provides back up support for faculty-related policies. Checks links in college handbook each semester and prompts divisions to update their handbooks on an annual basis. Fields questions from other college PolicyTech users. Works closely with university contacts to resolve issues.

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.

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