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Administrative Coordinator I

Medical University of South Carolina

Medical University of South Carolina

Charleston, SC, USA
Posted on Friday, May 26, 2023
  • R-0000013802
  • Charleston, South Carolina
  • Administrative, Operations, Program, & Project Management
  • Business Operations
  • Full Time

Job Description Summary

The Department of Healthcare Leadership and Management and Center for Rehabilitation Research in Neurological Conditions is looking for a self-motivated, highly organized, and confident individual manage the fiscal and administrative activities. This position is responsible for managing the department facilities, acts as the departmental liaison and assists with fiscal and administrative activities in the Department of Healthcare Leadership and Management and Center for Rehabilitation Research in Neurological Conditions. This position reports dually to the Chair of the Department of Healthcare Leadership and Management and the Departmental Business Administrator. This position also supports the Director of the Center for Rehabilitation Research in Neurological Conditions. They must be able to work under limited supervision. Candidate must demonstrate the ability to make decisions using good judgment and must maintain discretion and confidentiality. Candidate must be a self-motivated individual who can work effectively and efficiently in a dynamic environment, which is fast paced and involves multiple, frequently changing priorities.


Medical University of South Carolina (MUSC - Univ)

Worker Type


Worker Sub-Type​


Cost Center

CC000225 CHP - MHA

Pay Rate Type


Pay Grade


Pay Range

Scheduled Weekly Hours


Work Shift

Day (United States of America)

Job Description

30% - Initiates and processes all procurement for requests for the Department of Healthcare Leadership and Management and Center for Rehabilitation Research in Neurological Conditions in accordance with State Procurement Code, Grants Accounting, MUSC, UMA, and CHP policies and procedures in a timely manner. Procurement transactions include processing requisitions, contracts, amendments, travel reimbursements, purchasing card transactions, miscellaneous requisitions, and check requests in OurDay (Workday). Ensures transactions are accurate, processed timely, and approved. Coordinates with other college departments, vendors, and University departments to complete procurement transactions. Serves as the departmental procurement subject matter expert by providing guidance to the departmental employees regarding proper procurement procedures. P-Card Liaison for the department. Handles any authorized P-Card purchases. Prepares MUSC deposits from faculty practice, continuing education, and other miscellaneous activities.

25% Responsible for entering Department and Center grant expenditures in OurDay. Works closely with the Grants Administrators to enter invoices, amendments to contracts, subcontracts, service agreements, and other procurement documents. Ensures adherence to institutional financial policies and procedures.

10 % Assists the Business manager with the administrative processes for Department of Healthcare Leadership and Management hiring process for all personnel. Manages the administrative processes for Department faculty search and screen committees. This involves scheduling and attending all search committee meetings, coordinating activities throughout the process including advertising, scheduling candidate visits, making travel arrangements.

10% Provides executive level administrative support services for the Chair and Division Directors of the Department of Healthcare and Leadership. Responsible for working with each Division Director and Student services coordinator to ensure logistics (conference rooms, food, travel, lodging, speakers) for on campus sessions, the annual DHA DC trip, Doctoral retreats, MHA Student Interviews, Undergraduate Case competitions, graduation ceremonies and monthly departmental staff meetings are handles timely and accurately.

10% Affiliation Agreements: Works with the Faculty Instructor and preceptors to draft clinical/nonclinical site affiliation agreements for MHA students’ internships. Coordinates the processing of agreements through university legal counsel (Symplr) and other necessary signatories. Proactively communicates negotiation issues with university legal counsel, Faculty Instructor, and clinical/nonclinical sites.

5% Serves as the Departmental timekeeper. Coordinates the maintenance and reconciliation of time, attendance, and holiday records for all departmental employees.

5% Coordinate and manages Department-wide activities associated with facilities, space, and maintenance. Serves as the subject matter expert regarding these items and is the point of contact for the Department Chair, Division Directors, and all faculty and staff. Facilities activities include but not limited to ensure work orders and maintenance calls are entered and updated in FixIt; initiates Engineering, and Facilities work orders and is responsible for key control property. Updates building schematics monthly providing copies to the Dean’s office. Acts as the departmental liaison between other college departments and University offices.

5% Coordinates Fixed Assets inventory according to MUSC and CHP policies and procedures.

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.

Preferred Experience & Additional Skills: Must be able to make decisions independently, using sound judgment, be a self-motivated highly organized and flexible individual with the ability to work in a fast-paced environment with frequently changing priorities. Ability to communicate effectively with diverse groups of people.

Must be proficient with computers and related software including Microsoft Office (Word and Excel). Knowledge of Federal, State and MUSC policies, rules, regulations, requirements, and procedures which pertain to business and financial management. Ability to establish and maintain effective working relationships.

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.

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: