UNIV - Administrative Coordinator II - General Counsel

Job Description Summary

The Administrative Coordinator II reports directly to the General Counsel for the Medical University of South Carolina (MUSC). Under minimal and indirect supervision, this position anticipates the needs of and supports the General Counsel and other members of the Office of General Counsel, including heavy scheduling, accounts payable, payroll, human resources, personnel and procurement actions.  This role serves as a liaison with other MUSC and Medical University Hospital Authority (MUHA) senior leaders, administrative offices and external agencies and clients.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC004023 General Counsel

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

46,655.00 - 66,488.00 - 86,321.000

Scheduled Weekly Hours

40

Work Shift

Job Description

The Administrative Coordinator II:

-Coordinates, directs and executes complex and highly confidential administrative and business functions for the General Counsel of MUSC.  This role: acts as the right hand of the executive, managing and directing tasks to ensure the office's efficiency and productivity; anticipates, manages and coordinates the needs and requests of the General Counsel and acts accordingly and appropriately with limited direction; uses independent judgment in assigning priorities and juggling multiple requests and accommodates changes or shifts in focus amidst simultaneous demands requiring the General Counsel's attention; acts responsibly and professionally by managing and handling or coordinating matters of the Office of General Counsel in a proactive manner versus a reactive manner by attending to the General Counsel’s needs before being asked; ensures the General Counsel is informed of and responds to communication needs of internal and external constituents; creates, manages and maintains an efficient tracking system for the General Counsel’s action items, projects, meetings, requests and requirements, proactively blocks time for prep work in advance of meetings and/or presentations; documents specifics (agenda, attire, RSVP deadlines and an overview of details) for all meetings; extracts and analyzes external agendas from the General Counsel’s emails prior to meetings and reviews the requirements to ensure her preparedness, if applicable, and for her review and reference; may oversee and respond to incoming emails to the General Counsel on her behalf,  ensures the General Counsel meets project deadlines, flags communications for the General Counsel’s action or follow-up, or triages and/or delegates to the appropriate attorney on the General Counsel’s behalf to expedite requests.(30%)

-Serves as the senior administrative professional within the MUSC Office of General Counsel providing oversight and coordination of the Office of General Counsel in consultation with the General counsel; manages the General Counsel’s calendar, schedules meetings and activities within MUSC, as well as with external clients, law offices and senior leaders; fields and manages all meeting requests using independent judgment regarding the General Counsel’s time, routes meeting requests to attendees, initiates meetings with the General Counsel and larger communities; handles meeting logistics, travel arrangements and expense reports for the General Counsel; researches and compiles information for the General Counsel’s use; directs and disseminates the Office of General Counsel’s mail including time sensitive lawsuits, complaints, subpoenas and other communications; coordinates and organizes staff communications and meetings; develops and deploys regular communications to all care team members across the Office of General Counsel regarding facilities updates, upcoming deadlines, annual mandatories information, messages from leadership, reminders and other general information regarding enterprise activities, CLE opportunities, emergency alerts, events and other pertinent notifications; manages multiple priorities using sound independent judgment ; has exceptional flexibility, prioritization, communication and organizational skills; assists the General Counsel with completion of contracts and agreements in coordination with authorized MUSC and MUHA signatories; prepares draft contracts and agreements for revisions by the General Counsel; assists the General Counsel (and office) with the organization, management and version control of legal documents. Assists with organizing documents for multi-million dollar purchases, acquisitions, affiliation agreements, bank financing and HUD refinancing, manages the distribution of original contract signatures to external counsel assisting in the closings ; files and archives closing binders and documents for all new facilities purchases and refinancing ; possesses understanding of and provides assistance with annual budgets ; facilitates recurring 1:1 meetings with the GC and each of her staff; provides assistance and support to the other attorneys of the OGC as requested ; reviews and prepares legal documents for overnight delivery and/ or certified mail and tracks deliveries to ensure legal compliance of notice requirements in accordance with South Carolina law; performs and serves as a Notary Public in the OGC, for other attorneys and paralegals, and for MUSC/ MUHA/MUSC-P senior leaders, physicians, staff and residents, to also include physician affidavits. Serves as a liaison between the GC, senior leadership and care team members of the University, the Hospital System, MUSC Physicians, Affiliates, and RHN hospitals; serves on senior administrative councils to ensure appropriate coordination among leadership of MUSC and MUHA. (25%)

-Implements, coordinates, organizes and maintains a robust electronic system, indexes contracts, lawsuits and other legal files  including pertinent background emails for expedient retrieval of documentation for the General Counsel, and for availability for use with assigned projects and future needs; compiles and files the General Counsel’s personal meeting notes, assigns or coordinates appropriate follow up from meetings; assists with the coordination of the OGC’s electronic matter management and  contract management process via utilization of various programs. Assists with the implementation of a new optimization process for the Office of General Counsel; manages the incoming requests’ triage process, ensuring matters are quickly routed to the appropriate team member and completed within a timely manner, while providing regular status updates for optimal customer satisfaction.   (20%)

-Directs or coordinates the new employee hire process and other personnel management activities within the MUSC OGC to ensure compliance with state and federal laws and MUSC policies and serves as hiring manager and primary contact for MUSC and MUHA HR recruitment ; ensures employee actions (recruiting,  hiring,  promotions,  and  separations)  are  processed  in  a  timely  manner, schedules interviews and onboarding activities; acts as primary contact for new hires ; directs and coordinates department’s annual mandatories and goal development and ensures accomplishment are met ; encourages increased engagement from team via Press Ganey completion requests, reminders of Town Hall participation, LDI registration, conference and event registration, legal association membership processing, planning and coordination of workshops and retreats, holiday and other office events; promotes inclusion of care team members in preparation, execution and feedback around engagement related activities; directs and coordinates annual HR review of position descriptions and pay for care team members. (10%)

-Coordinates the preparation and monitoring of the MUSC OGC budget and financial activities to ensure compliance in accordance with state and federal laws, and MUSC policies and procedures; manages the MUSC P-card in accordance with MUSC policy; advises the GC about budgetary activities to ensures budget requirements are met; assists in preparation of required audit letters or other responses necessary for appropriate financial and legal reporting; ensures procurement  policies and procedures are met for MUSC and MUHA. (10%)

-Carries out special projects and assignments as directed by the GC or other agency officials; all other duties, projects and assignments as requested or required. (5%)

Additional Job Description

Minimum Requirements: A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services. Physical Requirements: (Note: The following descriptions are applicable to this section: 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 bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) 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. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (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 hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

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. 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. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees