Job Description Summary
The Administrative Coordinator for Utilities and Energy provides comprehensive administrative support for Engineering and Facilities. This
dynamic position integrates key functions, including administrative coordination, payroll processing, training facilitation, procurement, fleet
management, and inventory oversight, all aimed at advancing the department's mission of operational excellence.
Success in this role requires exceptional communication, organizational, and problem-solving skills, combined with a commitment to
continuous improvement and collaborative engagement. Delivering outstanding service to employees and vendors are central to the
coordinator's responsibilities.
The position demands a high level of adaptability, enabling the coordinator to prioritize and manage multiple tasks effectively in a fast-paced
environment, all while maintaining confidentiality and upholding the highest standards of professionalism.
Entity
Medical University of South Carolina (MUSC - Univ)
Worker Type
Employee
Worker Sub-Type
Classified
Cost Center
CC001574 Maintenance Administration
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
Dynamic position integrates key functions, including administrative coordination, payroll processing, training facilitation, procurement, fleet management, and inventory oversight, all aimed at advancing the department's mission of operational excellence. Success in this role requires exceptional communication, organizational, and problem-solving skills, combined with a commitment to continuous improvement and collaborative engagement. Delivering outstanding service to employees and vendors are central to the coordinator's responsibilities. The position demands a high level of adaptability, enabling the coordinator to prioritize and manage multiple tasks effectively in a fast-paced environment, all while maintaining confidentiality and upholding the highest standards of professionalism.
Administrative Support (25%) - Provide comprehensive administrative support to the Executive Director Utilities and Energy by managing and maintaining the director's calendar, including scheduling meetings, appointments, and conference calls. Initiate, edit, prepare, and mail confidential correspondence and work orders. Prepare and distribute documents and reports to Operations staff and other departments. Record and distribute meeting minutes for executive management promptly. Ensure exceptional customer service to employees and vendors in daily operations. This includes word processing, creating spreadsheets, and serving as the central scheduler for Engineering & Facilities using the university scheduling system (25Live). Assist the shops with special projects while offering support for other projects as needed. Responsible for the departmental mail.
Timekeeping (15%) - Work closely with University and MUHA Payroll staff to ensure accurate and timely payroll processing for Facilities Maintenance. Calculate on-call hours for technicians, monitor E-leave records for approval or refusal, and flag discrepancies or potential problem trends (e.g., excessive tardiness, PTO, overtime) to supervisors and the director. Ensure all edits are made in OurDay for supervisor approval and monitor FMLA and Workers' Compensation cases to ensure timecards are accurate.
Training (15%) - Assess training needs for all new and existing employees, inform them about training options, and coordinate, maintain, and track records for Driver Defense classes, general and mandatory training for zone and shop personnel. Develop training schedules for asbestos training, defensive driving, above ceiling, forklift operation, and more. Monitor training certifications and ensure compliance, while also preparing travel reimbursement requisitions as required.
Inventory/Surplus (10%)- Serve as the inventory liaison for Engineering & Facilities by annually verifying all major movable assets for Property Control. Accurately enter data and maintain records for asset acquisitions throughout the year. Enter surplus items into appropriate surplus system
Procurement Services (15%) - Perform and oversee procurement services for all Utility and Energy Department (excluding FRC/HVAC/Controls) including creating, monitoring, and ensuring the completion and submission of purchase orders for payment. Process employee and vendor parking permit requests accurately. Manages purchasing functions for Utility and Energy – requesting quotes, submitting work orders, facilitating vendor visits, etc. Manage procurement transactions including purchase order requests, requisitions, invoicing and payment of invoices, change orders, SIR, and other miscellaneous transactions with vendors and Finance Departments. Coordinates after hours parking passes and emergency response passes. Assists with billing and accounts receivables for Utilities and Energy. Includes reconciling payments received against actual costs, invoicing for late/short payments, and managing customer questions and correspondence
Fleet Management (10%) - Ensure that all database files containing vehicle, insurance, and driver information are accurate and up to date, covering the entire fleet inventory and all authorized drivers. Create and produce correspondences related to new fleet acquisitions and the sale of assets. Meet regularly with the Accident Review Board to interpret and align with State Fleet policies, as they pertain to MUSC/State Fleet program requirements. Maintain accurate records for all facility drivers. Ensure 100% accuracy in fleet inventory and driver records through monthly audits. Create and send correspondence within 5 business days of new acquisitions or asset sales. Attend and participate in at least one Accident Review Board meeting per quarter. Regularly update and audit database files by setting time aside each month. Automate alerts for key deadlines such as insurance renewals or asset sales. Ensure timely correspondence through the use of templates and tracking tools. Accurate fleet and driving information is critical for compliance with State Fleet policies and organizational safety. Maintaining these records also supports accountability and efficient fleet operations.
Other Duties (10%)- Performs other administrative duties as requested by the Executive Director of Utilities and Energy and/or the Department Administrator. Assist with various ad-hoc administrative tasks to ensure the smooth functioning of the department. These duties may include, but are not limited to, coordinating departmental events, assisting with project management, preparing reports or presentations. Additionally, the individual may be asked to support the Department Administrator with scheduling meetings, managing communications, and responding to departmental inquiries.
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.
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
