Administrative Coordinator

State-of-South-Carolina; South Carolina; On-site; USD 36,000 - 55,000; Full time

Job summary

The South Carolina State Museum is seeking an Administrative Coordinator to support the agency's Administrative Division with a mix of office and HR tasks.

You will coordinate mailroom operations, schedule meetings, maintain records, assist with onboarding/offboarding, and help manage time-sensitive requests in Asana.

Experience with SharePoint, Forms, and HR filing is valued; strong organizational and communication skills are essential.

Qualifications

• Two-year degree in business administration, management, or related field or a combination of relevant education and work experience.
• Proven administrative assistant experience or similar support role.
• Excellent organizational and time management skills with the ability to prioritize tasks.
• Strong verbal, written and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and comfortable learning new software.

Responsibilities

• Coordinate/set up All Staff/division meetings and oversee mailroom operations.
• Manage mailroom supplies, inventory, and distribution; track time-sensitive tasks in Asana.
• Maintain and update the Administrative Team Master Reporting Spreadsheet and SharePoint folders.
• Oversee Records/Shred Management, ticket allotments, and HR filing system.
• Assist with onboarding/offboarding, interviews, badges, and nameplate ordering.
• Support staff recognition events and peer award processes.
• Monitor unpaid Breaks-in-Service for part-time staff.

Skills

Organizational skills

Verbal and written communication

Interpersonal skills

Flexibility

Education

Associate degree in Business Administration

Tools

Microsoft Office Suite

Microsoft SharePoint

Microsoft Forms

Adobe Acrobat Pro

Asana

SCEIS

NeoGov

Job description

The South Carolina State Museum is seeking an Administrative Coordinator to coordinate and assist with general Administrative and Human Resources functions for the agency’s Administrative Division. Successful candidate will perform the following tasks:

SCSM Administrative Tasks:

• Handle mailroom pickup/distribution/mailing
• Maintain SCSM mailroom supplies and ordering, when needed
• Coordinate/set up All Staff/division meetings
• Assist with staff recognition events, to include managing Agency’s Peer Spot Awards
• Oversee Administrative Teams Master Reporting/Auditing Spreadsheet Timelines and Scheduling
• Manage SCSM Records/Shred Management program
• Manage SCSM annual ticket allotments
• Manage SCSM SharePoint/Shared Drives Folders/Files
• Oversee teamwear orders and distributions
• Assist the Chief Administrative Officer by managing time-sensitive tasks and requests in Asana, and by updating the Administrative Team Master Reporting Spreadsheet, as needed.
• Maintain centralized contracts/agreements folder in SharePoint

Human Resources Administrative Tasks:

• Assist with staffing management and employee on/off boarding, to include interview scheduling, packet preparations and meal arrangements, employee badges, and nameplate ordering.
• Track HR related checklists requirements to include onboarding, offboarding, performance management, and telecommuting checklists
• Maintain and organize physical and digital HR filing system
• Monitor and track unpaid Breaks-in-Service for part-time staff

Minimum Requirements:

• At least a two-year degree in business administration, management, a related field or a combination of relevant education and work experience
• Proven experience as an administrative assistant or similar support role
• Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
• Strong verbal, written and interpersonal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and comfortable learning new software
• Ability to work some evenings and weekends, as needed

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

• Experience in SCEIS and NeoGov
• Experience in Human Resources
• Proficiency in Microsoft SharePoint and Forms
• Proficiency in Adobe Pro/Sign
• Proficiency in Asana

• Ability to think ahead, take initiative, and follow through with limited guidance
• Discretion and the ability to handle confidential information with integrity
• A positive, proactive attitude and solutions-oriented mindset
• A strong work ethic and the ability to work both independently and as part of a team
• Confidence interfacing with a wide variety of stakeholders including staff, volunteers, and external partners.