UNIV-Administrative Coordinator I- Maintenance Administration

Job Description Summary

Provides administrative support to the Executive Director of Utilities and Energy and Facilities Leadership. Responsible for coordinating administrative functions, training and compliance activities, fleet management, inventory and property control, procurement processes, and departmental operations. Requires exceptional organizational, communication, problem-solving, and customer service skills, with the ability to manage multiple priorities while maintaining confidentiality and 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

Provides administrative support to the Executive Director of Utilities and Energy and Facilities Leadership. Responsible for coordinating administrative functions, training and compliance activities, fleet management, inventory and property control, procurement processes, and departmental operations. Requires exceptional organizational, communication, problem-solving, and customer service skills, with the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Responsibilities

Administrative Support (30%)

Provides general administrative support to the Executive Director of Utilities and Energy and Facilities Leaders and teams by coordinating daily activities and supporting departmental operations.

• Manages and maintains calendars, including scheduling meetings, appointments, conference calls, and operational events.
• Prepares, edits, and distributes correspondence, reports, presentations, work orders, and other business documents, including confidential materials.
• Coordinates meeting logistics, records meeting minutes, and distributes information to leadership, staff, and stakeholders in a timely manner.
• Serve as the front desk and first point of contact for Engineering & Facilities, providing exceptional customer service and professional assistance to employees, vendors, visitors, and internal partners. Manage incoming inquiries, provide information and direction, and ensure requests are routed appropriately and handled in a timely manner
• Serves as the central scheduler for Engineering and Facilities using the university scheduling system (25Live).
• Provides exceptional customer service to employees, vendors, customers, and departmental stakeholders.
• Assists shops and departments with special projects, administrative initiatives, and ongoing operational support.
• Maintains departmental records, filing systems, and documentation.
• Coordinates departmental mail distribution and processing.
• Collaborates with other Administrative Coordinators to ensure continuity of operations through cross-training and workload support.

Training and Compliance Coordination (15%)

Coordinates training programs and compliance activities to support departmental and regulatory requirements.

• Assesses training needs for new and existing employees and communicates available training opportunities.
• Coordinates, schedules, tracks, and maintains records for Driver Defense, mandatory training, and other departmental training programs.
• Develops and maintains training schedules for asbestos awareness, defensive driving, above-ceiling work, forklift operation, and other required certifications.
• Monitors employee certifications and training compliance to ensure organizational and regulatory requirements are met.
• Maintains accurate training records and provides compliance reports to leadership as needed.
• Processes travel reimbursement requests and supporting documentation associated with training activities.

Fleet Management (15%)

Coordinates administrative functions related to the Facilities fleet program to support compliance with State Fleet Management requirements and organizational policies.

• Coordinate and maintain accurate fleet records, including vehicle inventory, insurance information, driver authorization records, and monthly mileage logs.
• Ensure all database files containing vehicle, insurance, driver, and mileage information are accurate, complete, and up to date for the entire fleet inventory and all authorized facility drivers.
• Coordinates administrative processes associated with vehicle acquisitions, transfers, and asset disposals.
• Prepares and distributes fleet-related correspondence and documentation.
• Serves as departmental liaison with the Accident Review Board and supports compliance with State Fleet policies and MUSC fleet program requirements.
• Conducts routine audits of fleet inventory and driver records to ensure data accuracy and regulatory compliance.
• Monitors key deadlines related to insurance renewals, vehicle registrations, driver eligibility, and asset management activities.
• Maintains records and reporting necessary to support safe and efficient fleet operations.

Inventory, Property Control, and Procurement Support (30%)

Provides administrative support for inventory management, property control, and procurement activities for Utilities and Energy and Facilities Operations in coordination with Business Services, Procurement, Finance, and other departmental stakeholders.

• Serves as the Engineering & Facilities liaison supporting annual verification of major movable assets and assists with maintaining accurate property records and documentation.
• Assists with asset management activities, including acquisitions, transfers, disposals, and surplus property processes in coordination with Property Control.
• Coordinates surplus property activities by preparing documentation, entering required information into applicable systems, and supporting the timely disposition of assets.
• Supports departmental audits and reporting requirements related to inventory, assets, and property control activities.
• Provides administrative procurement support.
• Serves as the departmental coordinator for punch-out ordering, including placing orders, monitoring order status, maintaining purchasing documentation, and ensuring materials and supplies are obtained to support operational needs.
• Coordinates ordering of parts, materials, equipment, and services required to support daily departmental operations while ensuring compliance with established procurement processes.
• Obtains vendor quotes, assists with vendor coordination, and supports site visits, service requests, and operational needs as assigned.
• Processes employee and vendor parking permit requests and maintains related documentation.
• Coordinates after-hours parking passes and emergency response access passes.
• Serves as a liaison between operational shops, Business Services, vendors, Finance, Procurement, and other stakeholders to facilitate efficient communication, timely resolution of issues, and effective support of departmental operations.

 

Other Duties as Assigned (10%)

Performs additional administrative and operational duties in support of departmental leadership and organizational objectives.

• Assists with special projects, departmental initiatives, and process improvement efforts.
• Coordinates departmental events, meetings, and training activities.
• Prepares reports, presentations, correspondence, and other business documents.
• Provides administrative support for emerging operational needs and strategic priorities.
• Performs other related duties as assigned.

 

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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