Administrative Coordinator I / 60019058

State of South Carolina; Columbia (SC); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Long-term disability insurance

Life insurance

Vacation leave 15 days

Sick leave 15 days

13 paid holidays

State retirement plan

Deferred compensation

Job summary

The Administrative Coordinator I position is based in the Office of Administration and Chief Compliance Office in Richland County. It is an in-office role supporting the Deputy Director with complex administrative tasks and confidential handling of documents.

The role requires excellent calendar management, correspondence coordination, travel arrangements, and coordination of internal processes across departments, while maintaining discretion and professionalism at all times.

Qualifications

• High school diploma or equivalent with five years of executive-level administrative experience OR a Bachelor's degree with one year of executive-level administrative experience.
• Advanced computer skills and ability to manage multiple complex tasks.
• Strong written and verbal communication, discretion, and professional etiquette.

Responsibilities

• Plan, direct, coordinate, and perform complex administrative or business management activities for the Office of Administration and Chief Compliance Officer.
• Maintain the Deputy Director's complex calendar and coordinate meetings and travel.
• Review and route incoming correspondence, track deadlines, and respond on behalf of the Deputy Director.
• Manage budgets, procurements, internal documents, HR, audits, and legal processes with confidentiality.
• Coordinate and track multiple projects and act as liaison across executive staff.

Skills

Advanced computer skills

Time management

Decision making

Discretion

Written and verbal communication

Administrative processes knowledge

Self-motivation

Relationship management

Education

High school 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 Administration and Chief Compliance Office, Richland County.

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

Are you the One?

Administrative Coordinator I

who, under limited supervision, plans, directs, coordinates, and/or performs complex administrative or business management activities for the Office of Administration and Chief Compliance Office; manages the day-to-day administrative functions within the department. Responsible for the coordination of complex administrative activities for the Deputy Director for Administration and Chief Compliance Officer (CCO).

• Maintains a complex calendar of appointments and speaking engagements for the Deputy Director for Administration and Chief Compliance Officer (CCO) that includes communication/scheduling on behalf of Executive management staff within the department, other state agency directors, the Governor's Office, U.S./State Legislators, and the general public. Coordinates meetings, prepares agendas, distributes meeting materials, and serves as recording secretary for some meetings of the Deputy Director for Administration and CCO. Responds to last-minute schedule changes and is able to reschedule, reprioritize, and resolve schedule conflicts effectively.
• Reviews, screens, interprets and handles incoming requests (calls, emails, visitors). Reviews the Deputy Director's incoming/outgoing correspondence, assigns deadlines, coordinates responses with the appropriate agency personnel and tracks status. Receives, screens, and refers incoming calls and visitors to the appropriate areas. Troubleshoots incoming complaints to the Deputy Director. Makes arrangements for in-state and out-of-state travel for executive and others as needed. Handles reimbursements and completion of travel forms/documents as needed.
• Manages the Deputy Director's incoming and outgoing correspondence, including reviewing, drafting, editing, and coordinating responses with the appropriate Department personnel. Ensures deadlines are met on all responses, correspondence, special projects, etc. requiring a reply by the Deputy Director. Ensures responses are consistent and in compliance with agency policies. Performs administrative functions for the Deputy Director to include: logging, proofing, formatting, making copies, tracking, researching, and other general office functions. Handles coordination, completion, and tracking of internal documents and processes including human resources, procurement, finance, internal audits, and legal, and any other documents and processes throughout the agency as needed. Maintains confidentiality of sensitive documents and conversations.
• Maintains the status of multiple projects and initiatives facilitated for Administration and CCO. Solicits updates from Program Directors; assigning and maintaining timeliness and ensures follow-up with the Deputy Director.
• Acts as a partner across and among other executive administrative support staff. Acts as a point of contact for Deputy Director among internal requests and other areas in the Department. Supports all administrative functions of the Executive Management team including an efficient, professional, and cooperative work environment. Orders and maintains the office supplies, equipment, and furniture needs for the Deputy Director including preparation and coordination of any necessary requisitions.

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 five (5) years of executive level administrative experience; OR

A Bachelor's degree and one (1) year of executive level administrative experience.

All degrees must be from a college or higher education institution recognized by the U.S. Department of Education & Council for Higher Education Accreditation (CHEA).

Additional Requirements

• Overtime and/or weekend work with Deputy approval.
• Sitting or standing for long periods of time.
• Lifting requirements: 20 lbs.

• Advanced computer skills.
• Ability to make and keep schedules.
• Must be able to make decisions regarding the priority and importance of issues and situations that may present themselves and take appropriate action.
• Able to move efficiently between multiple tasks with a high degree of accuracy.
• Excellent written and verbal communication skills.
• Knowledge of administrative processes, procedures, and professional etiquette.
• Must exhibit high levels of discretion and sound judgment.
• Proactive, self-motivated and able to perform under very limited supervision.
• Ability to establish and maintain effective relationships with agency executives, government officials, and the general public.
• Ability to communicate on behalf of the Deputy Director of Administration and Chief Compliance Officer (CCO) with executives inside and outside the Agency, other state Agency Directors, and governmental officials, organizations and the private sector, executives and liaisons from the Centers for Medicare and Medicaid Services, and service providers and beneficiaries both in-state and out-of-state.
• This position must exercise a high degree of judgement, discretion and maintain strict confidentiality standards.

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.