Administrative Coordinator I / 60013194

Doc PersonalBeratung GmbH; Columbia (SC); On-site; USD 42,000 - 66,000; Full time

Job summary

South Carolina Department of Health and Human Services is seeking an Administrative Coordinator I for the Office of External Affairs in Richland County. This in-office role handles calendar management, travel coordination, and tracking of correspondence and assignments to support agency leadership.

The position requires effective written and verbal communication, meticulous organization, and the ability to maintain confidentiality while coordinating with internal and external stakeholders.

Qualifications

• Maintains calendar and coordinates meetings for the Chief External Affairs Officer.
• Tracks incoming/outgoing correspondence and ensures timely responses.
• Coordinates travel arrangements and reimbursements; assists with budgeting.
• Supports administrative functions and project tracking for the Office of External Affairs.

Responsibilities

• Maintains calendar of appointments for the Chief External Affairs Officer including meetings and travel.
• Coordinates meetings; distributes materials and documents minutes for the Chief External Affairs Officer.
• Manages leave calendar and interfaces with internal/external stakeholders.
• Oversees and routes correspondence; ensures deadlines and responses within timelines.

Skills

Organizational skills

Verbal and written communication

Confidentiality

Customer service orientation

Education

HS Diploma

Bachelor's degree

Job description

The Agency's mission is to be boldly innovative in improving the health and quality of life for South Carolinians.

This position is located in Office of External Affairs, Richland County.

This is an in-office role and not a telecommute or remote position.

Are you the One?

We are looking for an Administrative Coordinator I who, under the supervision of the Chief External Affairs Officer, performs day-to-day administrative support activities for the Office of External Affairs. Activities include maintenance of calendar, travel coordination and reimbursement, office supply purchasing, and tracking of correspondence and assignments.

• Maintains a calendar of appointments for the Chief External Affairs Officer to include scheduling meetings, daily reminders, reminder of next day meetings/appointments, travel, employee leave, etc. Coordinates meetings, distributes meeting materials, and is responsible for overseeing the documentation of minutes for assigned meetings for the Chief External Affairs Officer. Maintains leave calendar for Office of External Affairs. Interfaces with internal and external stakeholders.
• Reviews the Chief's incoming/outgoing correspondence; coordinates responses with the appropriate agency personnel and tracks status. Reviews incoming correspondence and directs it to the appropriate division, bureau, office, or section for response. Ensures deadlines are met on all responses, correspondence, etc. requiring a reply by the Chief External Affairs Officer. Assists the Chief External Affairs Officer in obtaining responses from program area staff within requested timelines. Reviews all outgoing communications to ensure consistency with the Agency's administrative policies and procedures. While this position does not have programmatic responsibilities, it does have the responsibility of understanding the program organization and the appropriate contacts in each area.
• Supports all administrative functions for the Office of External Affairs, including assisting with project tracking for projects that have been assigned to the Office to ensure on‑time completion. Oversees review and approval process for provider bulletins and other regular communications to ensure adherence to established review and approval processes.
• Arranges in‑state and out‑of‑state travel for Office of External Affairs. Maintains the office supplies, equipment and furniture needs for the Office of External Affairs, including preparation and coordination of necessary requisitions.
• Leads or supports other projects proactively or as assigned by Agency leadership. Projects may require driving to location outside of regular office location. Continuously engages in process improvement to support Agency‑wide strategies, objectives, and initiatives
• Attends and participates in relevant opportunities for professional development and training. Demonstrates utilization and application of new skills learned to improve effectiveness and efficiency within assigned responsibilities.

The South Carolina Department of Health and Human Services offers an exceptional benefits package for FTE and TGE positions that includes:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children.
• 15 days annual (vacation) leave per year.
• 15 days sick leave per year.
• 13 paid holidays.
• State Retirement Plan and Deferred Compensation Programs.

A high school diploma and three (3) years of relevant experience in business management, public administration, or administrative services; OR

A bachelor’s degree and one (1) year of relevant experience in business management, public administration, or administrative services.

Experience providing administrative support is required.

Bachelor's degree must be from a higher education institution recognized by the U.S. Department of Education & Council for Higher Education Accreditation (CHEA).

Additional Requirements

• Valid driver's license.
• Requires holder to drive routinely.
• Sitting or standing for long periods of time.
• Lifting requirements: 20 lbs.
• In‑office role.

• Ability to communicate effectively.
• Must have proficient organizational and communication (both verbal and written) skills.
• Ability to maintain confidentiality of sensitive information.
• Ability to exercise sound judgement.
• Maintains a professional demeanor and is customer services oriented.

The South Carolina Department of Health and Human Services is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.