UNIV-Administrative Coordinator II-Facilities Maintenance

Job Description Summary

Serve as the Administrative Coordinator II for the Executive Director of Facilities Maintenance and the Facilities Maintenance team by coordinating all aspects of the associated Zone activities. Responsible for procurement, human resource transactions (job postings, recruiting, onboarding of new team members, processing FMLA requests) customer service responses and follow-through, all AIM system-related work orders, invoicing customer service requests and time entry and approval. Coordinates and attends high-level business-related meetings and provides timely meeting minutes as requested. Serves as OurDay Superuser and trains entire team on OurDay use.

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-06

Pay Range

Scheduled Weekly Hours

40

Work Shift

Job Description

Serves as Human Resources (HR) coordinator for Facilities Maintenance team. Posts job requisitions, schedules interviews, assists with routing and processing applicants and onboarding of new team members in OurDay.  Assists team members as needed with requesting FMLA coverage and coordinates notification of FMLA coverage to supervisors and managers as appropriate. Serves as timekeeper for the department and assists with leave oversight and payroll issues. Assists with processing and record keeping for all HR transactions including but not limited to reclassifications, market studies, and pay changes. Tracks overtime hours and callback pay for all of department. Works with Human Resources representative to facilitate and conduct meetings with team members regarding employee engagement, personnel issues, etc.

Manages purchasing functions for Facilities Maintenance Zones – requesting quotes, submitting work orders, facilitating vendor visits, etc... Manages procurement transactions including purchase order requests, requisitions, invoicing and payment of invoices, change orders, and other miscellaneous transactions with vendors and Finance Departments. Coordinates after hours parking passes and emergency response passes for all Facilities Maintenance team members. Assists with billing and accounts receivables for zone maintenance teams. Includes reconciling payments received against actual costs, invoicing for late/short payments, and managing customer questions and correspondence. Source, evaluate and procure high-quality uniforms that meet the specific needs and safety standards. Maintain a meticulous inventory system to track uniform distribution, replacements, and returns. Oversee the timely and accurate distribution of uniforms to relevant personnel.  Tracks and provides financial updates related to uniform expenditure to Executive Director of Maintenance and Director of Business Services as requested.

Assists Executive Director and Associate Director of facilities with department policy updates, publications, and process improvement documentation. Assists with documentation and coordination of activities related to departmental compliance with Authorities Having Jurisdiction. 

Serves as OurDay SuperUser for Facilities Maintenance team.

Coordinates and conducts site visits with customers to discuss customer concerns and verify timely and accurate response by Zone personnel. Assists Executive Director with scheduling meetings and mandatory staff training. Attends meetings and provides meeting minutes as necessary. Drafts and sends departmental communications to all maintenance personnel.

Submits and maintains AIM and FixIT work orders and purchase allocations. Serves as backup to Facilities. Maintenance Zones for all Customer Service Requests in AIM and FixIT. Provides technical assistance to all

Facilities Maintenance areas in AIM and FixIT.Assists department personnel with requisitions and reimbursements within OurDay.

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three 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