Job Description Summary

The Administrative Assistant serves as the main contact and front desk support for the GME Office. Provides administrative support to the Senior Associate Dean for GME and the GME Program Administrator. Handles other administrative duties as needed.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001325 Graduate Medical Education

Pay Rate Type

Hourly

Pay Grade

University-04

Pay Range

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Purpose:

The Administrative Assistant serves as the main contact and front desk support for the GME Office. Provides administrative support to the Senior Associate Dean for GME and the GME Program Administrator. Handles other administrative duties as needed.

Job Responsibilities

25% -Serves as the main contact and front office desk support for the GME Office. Professionally answers and triages all incoming calls to staff. Professionally greets all visitors to the office, directs them to the appropriate GME staff member and fields general questions and concerns.

20%- Manages the entire resident meal card program. Works closely with 40+ programs to generate meal card listings based on call and rotation schedules for approximately 900 residents and fellows. Coordinates the allocation of monthly meal card funds on each resident and fellow ID badge. Handles all meal card matters including troubleshooting, disputes of allocations and training of the residency program coordinators.

15%-Responsible for the creation, processing and distribution of all resident and fellow completion certificates for all residents and fellows who finish their programs each year and for those who complete their Preliminary years - approximately 300 individuals. In addition, regularly processes numerous duplicate/replacement certificates throughout the year. Works closely with 80 residency programs to ensure the accuracy of all proofs and, subsequently, the final documents.

10%- Serves as the main contact for residents who need assistance with DEA renewal forms, SC DHEC forms, name change forms and others. Also serves as the main contact for residency program coordinators who wish to retrieve and submit program-related information for GME such as affiliation agreements, moonlighting forms, annual program evaluations and others. Acts as the institution's Authorized Official for federal student loan forgiveness forms.

10%-Responsible for assisting the GME IT Manager with all GME website updates and changes in formatting. This includes updating the GME Resident Handbook as well as all forms and documents located on our site. In addition, Responsible for the coordination of the GME Newsletter which is regularly posted on our website. This includes gathering content, formatting, design and publication.

5%-Responsible for monitoring, ordering and stocking all GME office supplies. Works with the GME Business Manager to ensure all necessary items are ordered and received. Maintains the resident refreshment center and ensures all items are well stocked and area is clean.

5%-Retrieves, receives, organizes, sorts and distributes all incoming mail to the office. Ensures all outgoing mail, regular and certified, is marked correctly for processing. Receives all UPS and FedEx packages and distributes them accordingly. Hand-delivers mail and packages to others on and near campus, as necessary.

5%-Responsible for administrative support and special projects as assigned by the Senior Associate Dean for GME and the GME Program Administrator. Ensures formatting, grammar usage, spelling and punctuation are correct. In addition, handles filing, copying and scanning of various GME-related documents, as necessary, for the GME staff. Maintains highly confidential information. Other duties as required.

5%- Schedules and coordinates meetings and event space for GME-related activities and educational programs. Serves as the GME contact for various meetings and conferences. Works with the GME Program Administrator and Coordinator to plan GME conferences and special events.

MUSC 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

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)

Additional Job Description

N/A

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, please click here: http://www.uscis.gov/e-verify/employees