UNIV-Administrative Assistant- MUSC Wellness Center

UNIV-Administrative Assistant- MUSC Wellness Center

The Administrative Assistant supports the daily operations of the Wellness Center. This includes operating the membership desk and technical support, and administrative support tasks such as personnel actions, purchasing, billing, and managing account issues.

Responsibilities

Membership Desk Assistance 35%

• Operating the membership desk as needed by handling access to the facility, managing phone calls, and overseeing other tasks at a busy membership area.
• Performs duties of the membership desk staff by greeting members, helping with membership and service sales, processing transactions, and supporting professional tours and breaks.
• Process point of sale credit card transactions including selling guest passes and memberships, inputs transactions in the member management system.
• Answer inquiries related to membership options, benefits, and pricing.

Business Administrative Operations 20%

• Assist in structuring business processes and operations to promote efficiency and maintain a high level of organization.
• Perform administrative tasks like filing, data entry, making copies, binding, and scanning.
• Maintain professional and technical skills by learning the in-house software and systems, like the member management system.
• Serve as a member of the management team supporting business and member operations including MOD rotations and special projects.
• Assist with gathering data for the MUSC Wellness Center by preparing reports that aid in budgeting and demonstrate the success of programs, membership levels, and the financial management of the center.
• Maintain precise notes and records for meetings and information related to the Wellness Center.
• Respond to the Wellness Center's shared email account inquiries.
• Initiate Dual and Added Source Payments
• Track and initiate Break in Service requests
• Timekeeping Responsibilities for the Center

Customer Support and Member Billing 15%

• Assistance managing the Wellness Center's daily operations by resolving customer complaints and addressing issues with membership accounts.
• Help members by resolving complaints and answering billing questions to ensure quality customer service.
• Assist with billing processes for member accounts, including bank drafts, chargebacks, payroll deductions, credit card transactions, and sales related to member services and memberships.
• Process payments and apply them to the appropriate member accounts.
• Monitor outstanding balances and follow up on overdue accounts.
• Assist in the preparation of financial reports as needed.

Business Management Team 15%

• Serve as a part of the management team to support business and member operations. This may include taking on MOD rotations occasionally during weekdays, weeknights, weekends, and for special projects as needed.
• Assist in organizing the schedules for both full-time and part-time staff at the wellness center.
• Provide the latest and accurate information required for the Wellness Center staff.
• Assist in planning and coordinating team meetings and projects.
• Act as the primary point of contact during Mayday situations. This involves coordinating communication between all relevant parties, ensuring that information is relayed quickly and accurately. You will be responsible for assessing the situation and providing timely updates to team members and management.

Purchasing 10%

• Keep track of office supplies by monitoring stock levels, predicting upcoming needs, placing and speeding up orders, and confirming receipt of the supplies.
• Assist with purchasing the necessary equipment, supplies, services, and software needed for the smooth operation of the Wellness Center.
• Submit Purchase Order Requests
• PCard holder
• Submit Requisition s
• Submit Invoices to Accounts Payable for Payment
• Negotiate contracts, terms, and pricing with vendors.
• Identify and evaluate suppliers to ensure quality and cost-effectiveness.
• Ensure compliance with company policies and regulations related to procurement.
• Processes travel requests, registrations, employee reimbursements, etc.

Other Duties as Assigned 5%

MINIMUM EDUCATION/EXPERIENCE

• High School Diploma or equivalent
• All degrees must be received from appropriately accredited institutions.
• CPR and AED certified within 6 months of assuming position.

OTHER REQUIRED QUALIFICATIONS

• Must be able to work well with various member populations and people of all ages.
• Must possess ability to complete multiple tasks with detail without close supervision.
• Must possess ability to solve practical problems in a variety of situations.
• Must be able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must possess ability to communicate effectively verbally and in writing and establish and maintain effective working relationships with students, faculty, staff, and the general public.
• Must be able to effectively operate telephone, computer, and various office equipment and software.
• Must possess ability to calculate figures and amounts such as discounts, interest,…