UNIV - Administrative Coordinator I - Office of General Counsel

Job Description Summary

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Job Description

The Administrative Coordinator I provides administrative, operational, and business support services for the MUSC Office of General Counsel. The position coordinates office operations and administrative activities that support the legal services function of the institution. Responsibilities include coordinating workflow, maintaining records and reporting systems, managing administrative processes, assisting with document and information management, coordinating communications, and supporting the efficient operation of the Office of General Counsel.

Working under limited supervision, the Administrative Coordinator I serves as a central resource for administrative matters, coordinates office procedures, maintains confidential records, monitors administrative deadlines, and facilitates communication among attorneys, departments, and external stakeholders. The position exercises discretion in handling sensitive and confidential information and provides administrative support to attorneys and office leadership.

Essential Duties and Responsibilities

35% Coordination of Specialized Requests

• Receive, log, track, and coordinate administrative processing of subpoenas and pleadings, records requests, litigation holds, and other official requests received by the office.
• Facilitate communications and document collection activities with institutional departments as directed.
• Maintain tracking systems to ensure timely responses and accurate documentation of office actions.
• Coordinate administrative aspects of hearings, meetings, depositions, investigations, and related proceedings.

30% Administrative Coordination and Office Operations

• Answer, screen, and direct communications received by the office.
• Respond to routine inquiries regarding office procedures and processes.
• Provide backup and cross-functional support for administrative operations as needed.
• Coordinate administrative activities and operational workflow for the Office of General Counsel.
• Assist in developing, implementing, and maintaining office procedures, administrative processes, and workflow practices.
• Monitor and track assignments, projects, and administrative deadlines to support timely completion of office responsibilities.
• Support communications and information flow between the Office of General Counsel and institutional departments, affiliates, and external entities.
• Prepare, edit, format, and proofread correspondence, reports, presentations, meeting materials, and other administrative documents. Provide professional service to internal and external stakeholders.
• Coordinate administrative activities associated with outside counsel engagement, vendor interactions, and related business processes.
• Assist with the development and maintenance of office templates, standard operating procedures, administrative resources, and reference materials.
• Perform other related duties as assigned in support of the mission of the Office of General Counsel.

25% Administrative Support Services

• Coordinate scheduling activities, meetings, conferences, and other events for attorneys.
• Maintain calendars, monitor administrative deadlines, and facilitate meeting logistics.
• Provide administrative support for attorneys and departmental initiatives, projects, and special assignments.

• Coordinate administrative activities associated with outside counsel engagement, vendor interactions, and related business processes.
• Assist with the development and maintenance of office templates, standard operating procedures, administrative resources, and reference materials.
• Perform administrative processes to ensure consistency with institutional requirements and office procedures.
• Support budget-related, procurement-related, or other administrative functions as assigned.

10% Records and Information Management

• Assist with records archiving, retrieval and document management activities using matter management systems.
• Generate reports and maintain tracking systems to support office management and operational needs.

Supervisory Responsibilities

This position does not typically exercise direct supervisory authority. May provide guidance, training, and workflow coordination to administrative staff and temporary personnel as assigned.

Knowledge, Skills, and Abilities

• Knowledge of administrative principles, practices, procedures, and business support functions related to a law office.
• Knowledge of records management and document control practices.
• Knowledge of office management methods and modern office technology.
• Ability to coordinate diverse administrative functions and priorities.
• Ability to establish and maintain effective working relationships with employees, administrators, and external stakeholders.
• Ability to communicate effectively, both orally and in writing.
• Ability to handle confidential information with discretion and professionalism.
• Ability to prioritize multiple assignments and meet established deadlines.

Preferred Qualifications

• Experience providing administrative support in a legal setting.
• Experience coordinating records management, office operations, workflow tracking, or business support activities.
• Experience working with confidential information and maintaining specialized records and reporting systems.

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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