Administration & Facilities Coordinator - MUSCP

MUSC Health; Charleston (SC); On-site; USD 45,000 - 65,000; Full time

Job summary

The MUSC Foundation is seeking an Administration and Facilities Coordinator to support day-to-day office operations, procurement, facilities, and property activities.

Reporting to the Senior Director of Administration, this role coordinates vendor services, maintains records, and ensures the Foundation workplaces are organized, functional, and prepared to support employees, visitors and organizational activities.

Qualifications

• Bachelor’s degree or equivalent; 1–3 years related experience, or 5+ years with high school diploma.
• Strong organization and documentation skills required.
• Ability to coordinate with vendors, contractors, and internal teams.

Responsibilities

• Coordinate procurement of office supplies, furniture, and services within guidelines.
• Maintain office inventory and vendor communications; ensure audits are ready.
• Oversee facilities, maintenance, security, and property services with managers and contractors.
• Provide backup administrative support for contracts, insurance, and HR processes.
• Coordinate workspace moves, parking, access control, and occupancy records.

Skills

Office operations

Facilities coordination

Purchasing practices

Vendor services

Workplace logistics

Education

Bachelor’s degree or equivalent

High school diploma + 5 years experience

Job description

Job Description Summary As a member of the MUSC Foundation, the Administration and Facilities Coordinator supports the day-to-day office, procurement, facilities, and property operations of the Foundation. Reporting to the Senior Director of Administration, this position serves as a primary point of contact for routine operational needs and works with internal departments, property managers, contractors, vendors, and other stakeholders to help ensure Foundation workplaces and properties remain organized, functional, professional, and prepared to support employees, visitors, and organizational activities.

Job Description Summary As a member of the MUSC Foundation, the Administration and Facilities Coordinator supports the day-to-day office, procurement, facilities, and property operations of the Foundation. Reporting to the Senior Director of Administration, this position serves as a primary point of contact for routine operational needs and works with internal departments, property managers, contractors, vendors, and other stakeholders to help ensure Foundation workplaces and properties remain organized, functional, professional, and prepared to support employees, visitors, and organizational activities. The position coordinates office services, workplace and property logistics, vendor activities, and the administrative records and workflows that support Foundation operations. The position also provides designated administrative backup support for certain Administration functions, including contract routing and tracking, insurance and compliance activities, and limited human resources processes.

Entity Only Employees and Financials

Worker Type Employee

Worker Sub-Type Regular

Cost Center CC002075 UMA OTHR PAY MUSC Foundation CC

Pay Rate Type Salary

Pay Grade Health-26

Scheduled Weekly Hours 40

Work Shift

Job Description

Job Responsibilities

Office Operations & Procurement 35%

• Coordinate the procurement of office supplies, furniture, equipment, and other approved goods and services in accordance with established purchasing guidelines and approval requirements.
• Maintain office inventory and coordinate the replenishment, repair, or replacement of routine supplies and equipment.
• Coordinate incoming and outgoing mail, packages, courier services, deliveries, and the routing of general office inquiries and calls.
• Coordinate conference room readiness, meeting setup, and visitor support to maintain a professional and welcoming office environment.
• Maintain purchasing and payment documentation, including orders, receipts, invoices, and other required records.
• Coordinate routine office vendors, monitor service needs, and elevate service concerns or proposed changes for review.

Facilities & Property Operations 35%

• Serve as the day-to-day coordinator for Foundation-owned and leased properties, helping ensure facilities are maintained, functional, professional, and prepared to support employees, visitors, and special activities.
• Coordinate maintenance, repairs, housekeeping, landscaping, HVAC, pest control, security, and other facility services with organizational Facilities personnel, property managers, contractors, and vendors.
• Track service requests through resolution and elevate significant maintenance, safety, financial, or operational concerns to the appropriate stakeholder.
• Conduct periodic property walkthroughs, document observed conditions and coordinate routine follow-up items.
• Coordinate keys, badges, access cards or fobs, and other physical access needs, and maintain appropriate access records.
• Coordinate routine operational needs for Foundation-owned residential properties, including access, cleaning, maintenance, inspections, and turnover activities.
• Maintain organized property, vendor, maintenance, and service documentation.

Administrative & Departmental support 20%

• Maintain organized operational records and documentation in accordance with established retention practices.
• Provide backup administrative support for contract routing, tracking, and documentation.
• Assist with insurance and compliance-related administrative activities.
• Provide limited backup support for designated HR administrative processes.
• Assist with Administration team projects and other departmental priorities as needed.

Workplace Planning & Logistics 10%

• Coordinate workspace and seating assignments, office moves, and workspace readiness for new employees across Foundation locations.
• Coordinate staff and visitor parking assignments and related communications.
• Maintain current space, seating, access, and parking records to support utilization and future workplace needs.

Knowledge, Skills, And Abilities

• Basic knowledge of office operations, facilities coordination, purchasing practices, vendor services, and workplace logistics.
• Strong organizational, follow-through, customer service, and problem-solving skills.
• Ability to work independently within established procedures while collaborating effectively with multiple stakeholders.
• Attention to detail and commitment to complete, accurate, and audit-ready documentation.
• Ability to manage changing priorities and respond professionally to time-sensitive operational needs.

Working Conditions And Physical Requirements

• The position requires periodic property walkthroughs and the ability to move through offices, buildings, parking areas, and residential properties.
• The position may require occasional schedule flexibility to coordinate access, vendor services, deliveries, repairs, office moves, or urgent facility needs.

Additional Job Description Bachelor’s degree (or equivalent) and 1–3 years of related experience, or a high school diploma (or equivalent) and 5 years of related professional experience, or an equivalent combination of education and experience. 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