Administration & Facilities Coordinator - MUSCP

C003 University Medical Associates (UMA) Only Employees and Financials; Town of Charleston (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

The MUSC Foundation is seeking an Administration and Facilities Coordinator to support day-to-day office operations, procurement, and property management. Reporting to the Senior Director of Administration, you will act as a primary contact for routine needs and coordinate with vendors, contractors, and internal teams to keep workplaces professional and functional.

You will manage office services, vendor activities, and administrative workflows, while providing backup support for contracts,

Qualifications

• 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.

Responsibilities

• Coordinate procurement of office supplies, furniture, equipment, and other approved goods and services.
• Maintain office inventory and coordinate replenishment, repair, or replacement of routine items.
• Coordinate mail, packages, couriers, deliveries, and general office inquiries.
• Coordinate conference room readiness, meeting setup, and visitor support.
• Maintain purchasing and payment documentation and vendor service records.
• Serve as day-to-day coordinator for Foundation-owned and leased properties and coordinate facility services.
• Track service requests and escalate significant maintenance or safety concerns.
• Coordinate keys, access cards, and physical access records.
• Provide backup administrative support for contract routing, insurance/compliance, and HR processes.

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. 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.

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.

Pay Rate Type Salary Pay Grade Health-26 Scheduled Weekly Hours 40 Work Shift

Entity University Medical Associates (UMA) Only Employees and Financials Worker Type Employee Worker Sub-Type Regular Cost Center CC002075 UMA OTHR PAY MUSC Foundation CC

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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.

Thank you for wanting to be part of the Medical University of South Carolina team. Whether you want to teach the next generation of health care leaders, innovate new business models, discover the next breakthrough or provide patient care, there's a role for you that fuels your passion and takes advantage of your skills. There are career opportunities available in academics, research, hospital medicine, physician practices and support services, from patient billing to IT. As an applicant, you can search jobs for all MUSC entities as well as search by category and location. MUSC attracts more than $250 million annually in research funding, making it the biggest magnet for biomedical, extramural research dollars of all institutions of higher learning in South Carolina. The Clinical and Translational Science Award (CTSA) Program aims to advance clinical and translational science to increase the speed at which new treatments become available to patients. MUSC Health, the clinical enterprise, operates a 750 bed medical center, which includes a nationally recognized Children's Hospital, the Ashley River Tower (cardiovascular, digestive disease, and surgical oncology), Hollings Cancer Center (one of fewer than 70 elite National Cancer Institute designated centers), a Level I Trauma Center and the Institute of Psychiatry. In addition, there are more than 100 outreach clinics, hospital/health system affiliations, and telehealth sites. U.S. News & World Report placed us among the top one percent of all American hospitals, with 11 specialties in the top 50. The MUSC Medical Center is also one of only three Magnet designated hospitals in South Carolina.