UNIV - Administrative Manager I- COM DO: CoE HR

C001 Medical University of South Carolina (MUSC - Univ); United States; On-site; USD 59,000 - 106,000; Full time

Job summary

The Medical University of South Carolina (MUSC) in Charleston seeks an Administrative Manager to lead and support the CoE HR team and COM departments. The role serves as the primary liaison between departments, supervisors, leadership, and central HR.

You will supervise CoE-HR staff, coordinate programs across MUSC entities, manage employee evaluations, policy compliance, and support visa and personnel actions. This is a salary-based, full-time position with 40 hours weekly.

Qualifications

• Bachelor's degree and four years relevant experience in administrative services or business management.

Responsibilities

• Supervise CoE-HR staff and coordinate activities across COM departments.
• Advise on conflict resolution and ensure compliance with policies.
• Manage annual performance evaluations and mandatories for CoM staff.
• Oversee personnel actions including hiring, salary changes and postings.
• Maintain records for client departments and coordinate with MUSC/MUSCP HR teams.

Skills

Leadership

Employee relations

HR policy

Communication

Identity management

Education

Bachelor's degree

Tools

Interfolio

Job description

Job Description Summary

The COM DO's office is recruiting for an Administrative Manager to manage and support the CoE HR team along with the departments in the COM. Position serves as the primary contact between departments, supervisors, leadership, central HR and other area enterprise wide. Entity Medical University of South Carolina (MUSC - Univ) Worker Type Employee Worker Sub-Type Classified Cost Center CC004730 COM DO ADMIN CoE HR CC Pay Rate Type Salary Pay Grade University-GEN10 Pay Range 58,854.00 - 82,416.00 - 105,978.000 Scheduled Weekly Hours 40

Job Description

• 20%- Supervise and provide daily guidance to CoE-HR staff and coordinate/oversee all CoE-HR efforts with CoM departments. Oversees training for all members of the CoE-HR Core Team as well as the CoE-HR deputies when required. Responsible for completing planning stages, annual evaluations and provide feedback on performance. Administratively ensure that departmental (client) human-resource related needs are identified and met across the enterprise. Partner with other administrative team members to ensure a seamless provision of services to client departments. Serve as backup to CoE-HR Manager as needed.
• 20%- Serve as subject matter expert for and trouble shoot issues for internal and external stake holders, CoM departments and CoE-HR team. Maintain up to date knowledge regarding topics, requirements and processes including - different employers within MUSC (MUSC, MUSCP, MUHA) as well as MUSCP membership - different types of positions including Faculty, Classified, Unclassified, Temporary, Research Grant, Residents, Post-doctoral Fellows and Scholars, Contingent Workers, MUSCP Staff, Clinical Faculty secondary MUSCP positions, return retirees (staff and faculty) - position classifications and job types/families - identity management
• 20%- Serve as subject matter expert for and trouble shoot issues for internal and external stake holders, CoM departments and CoE-HR team. Maintain up to date knowledge regarding topics, requirements and processes including - different employers within MUSC (MUSC, MUSCP, MUHA) as well as MUSCP membership - different types of positions including Faculty, Classified, Unclassified, Temporary, Research Grant, Residents, Post-doctoral Fellows and Scholars, Contingent Workers, MUSCP Staff, Clinical Faculty secondary MUSCP positions, return retirees (staff and faculty) - position classifications and job types/families - identity management
• 10%-Serves as a contact between the CoM Departments/Supervisors and MUSC/MUSCP Employee relations teams. Advises departmental leaders and employees on conflict resolution and ensures adherence to all institutional and departmental policies and procedures. Manages the annual employee performance evaluation process for CoM staff and backs up CoE-HR Director on annual mandatories, annual employee satisfaction process and conflict of interest systems for CoM departments/personnel. Serves as advisor and reviewer of employee evaluations referring issues to Human Resources as appropriate. Ensure records for client departments are maintained daily by CoE-HR staff.
• 10%-Manages the processing of and insuring successful completion of College of Medicine departments’ personnel actions to including hiring, termination and payroll. Coordinates all personnel functions to include employee action requests (in-band/reclass position updates), posting recruitment positions, salary changes. Ensure College of Medicine FTE management process compliance.
• 10%-Assist CoM departments with reviewing, revising, and re-writing Position Descriptions' (PDs) to better reflect added job duties, breakdown of percentages, and responsibilities. Collaborate with departmental contacts to gather information and prepare letters of justification for the requested personnel action. Insure shared files are kept up to date for assigned departments and by Core CoE-HR team. Process requests for contingent workers, volunteers, observers, job shadowers, affiliate/partners, etc. Insure CoM Policy on observers and shadowers in clinical space is followed. Insure policies on minors in the workplace are followed.
• 10%-Manages the faculty hiring, recruitment, and onboarding process to include all required documentation for faculty appointments, credentialing, licensing, and resource needs in CoM departments. Assists departments with overseeing the annual faculty contracting process and faculty appointment renewal process as needed. Manages and facilitates the Faculty Promotion and Tenure process for departments semi-annually as appropriate.
• 10%- Serve as the primary point of contact for the MUSC Center of Global Health as liaison for assigned departments in the College of Medicine. Monitor visa holders within client departments for changes in status, expiration dates and other events that could necessitate revised or new petitions. Assist departments in completing documentation/ensuring documents are all correct to support visa status when appropriate. Maintain a working knowledge of visa types such as (H-1 B employment VISA, J-1 Exchange Visitor Visa, 8- 1 VISA, TN Visa, F-1 Student Visa, Conrad Waivers).
• 5%-Plan, coordinate and attend meetings as required and participate on committees as directed. Serve as liaison on departmental HR related issues for CoM leaders and supervisors. Accurately represent the departments served by the CoE-HR, promote open and transparent communication between the departments, CoE-HR, and other enterprise constituencies and disseminate information accurately and consistently. Collaborates with CoE-HR Director on monthly budget for the CoE-HR. Assist with strategic staffing needs within the CoE-HR, incorporating the department’s mission, finances and projected growth. Other duties as assigned.
• 5%-Oversees all faculty affairs processes and advises department chairs, college leaders, faculty and administrative personnel on faculty affairs processes and ensure compliance with the APT guidelines for the College of Medicine and MUSC. Ensure assigned team members staff Appointments, Promotions and Tenure (APT) Committee and sub-committees, revise APT guidelines at the direction of the APT Chair and ensure that the APT website is current and accurate. Manage the entry of data into the system for the College of Medicine and the database for the AAMC. Train departmental personnel in the use of Interfolio and similar systems as needed.

Minimum Requirements

A bachelor's degree and four years relevant experience in administrative services, public administration or business management.

Physical Requirements

• Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent)
• Ability to perform job functions in a seated position. (Frequent)
• Ability to perform job functions while walking/mobile. (Frequent)
• Ability to work indoors. (Continuous)
• Ability to work outdoors in all weather and temperature extremes. (Infrequent)
• Ability to work in confined/cramped spaces. (Infrequent)
• Ability to perform job functions from kneeling positions. (Infrequent)
• Ability to squat and perform job functions. (Infrequent)
• Ability to perform 'pinching' operations. (Infrequent)
• Ability to fully use both hands/arms. (Frequent)
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
• Ability to reach in all directions. (Frequent)
• Possess good finger dexterity. (Continuous)
• Ability to maintain tactile sensory functions. (Continuous)
• Ability to lift and carry 15 lbs., unassisted. (Infrequent)
• Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent)
• Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)
• Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)
• Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
• Ability to see and recognize objects close at hand. (Frequent)
• Ability to see and recognize objects at a distance. (Frequent)
• Ability to determine distance/relationship between objects; depth perception. (Continuous)
• Good peripheral vision capabilities. (Continuous)
• Ability to maintain hearing acuity, with correction. (Continuous)
• Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

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.

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.