UNIV-Administrative Coordinator I- Maintenance Administration

Job Description Summary

Provides administrative support to the Executive Director of Utilities and Energy and Facilities Leadership. Responsible for coordinating administrative functions, training and compliance activities, fleet management, inventory and property control, procurement processes, and departmental operations. Requires exceptional organizational, communication, problem-solving, and customer service skills, with the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Provides administrative support to the Executive Director of Utilities and Energy and Facilities Leadership. Responsible for coordinating administrative functions, training and compliance activities, fleet management, inventory and property control, procurement processes, and departmental operations. Requires exceptional organizational, communication, problem-solving, and customer service skills, with the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Medical University of South Carolina (MUSC - Univ)

Employee

Classified

CC001574 Maintenance Administration

Hourly

University-GEN
07

39,300.

- 66,800.000

40

Provides administrative support to the Executive Director of Utilities and Energy and Facilities Leadership. Responsible for coordinating administrative functions, training and compliance activities, fleet management, inventory and property control, procurement processes, and departmental operations. Requires exceptional organizational, communication, problem-solving, and customer service skills, with the ability to manage multiple priorities while maintaining confidentiality and professionalism.

• Manages and maintains calendars, including scheduling meetings, appointments, conference calls, and operational events.
• Prepares, edits, and distributes correspondence, reports, presentations, work orders, and other business documents, including confidential materials.
• Coordinates meeting logistics, records meeting minutes, and distributes information to leadership, staff, and stakeholders in a timely manner.
• Serve as the front desk and first point of contact for Engineering & Facilities, providing exceptional customer service and professional assistance to employees, vendors, visitors, and internal partners. Manage incoming inquiries, provide information and direction, and ensure requests are routed appropriately and handled in a timely manner
• Serves as the central scheduler for Engineering and Facilities using the university scheduling system (25
  
  Live).
• Provides exceptional customer service to employees, vendors, customers, and departmental stakeholders.
• Assists shops and departments with special projects, administrative initiatives, and ongoing operational support.
• Maintains departmental records, filing systems, and documentation.
• Coordinates departmental mail distribution and processing.
• Collaborates with other Administrative Coordinators to ensure continuity of operations through cross-training and workload support.

• Assesses training needs for new and existing employees and communicates available training opportunities.
• Coordinates, schedules, tracks, and maintains records for Driver Defense, mandatory training, and other departmental training programs.
• Develops and maintains training schedules for asbestos awareness, defensive driving, above-ceiling work, forklift operation, and other required certifications.
• Monitors employee certifications and training compliance to ensure organizational and regulatory requirements are met.
• Maintains accurate training records and provides compliance reports to leadership as needed.
• Processes travel reimbursement requests and supporting documentation associated with training activities.

• Coordinate and maintain accurate fleet records, including vehicle inventory, insurance information, driver authorization records, and monthly mileage logs.
• Ensure all database files containing vehicle insurance, driver, and mileage information are accurate, complete, and up to date for the entire fleet inventory and all authorized facility drivers.
• Coordinates administrative processes associated with vehicle acquisitions, transfers, and asset disposals.
• Prepares and distributes fleet-related correspondence and documentation.
• Serves as departmental liaison with the Accident Review Board and supports compliance with State Fleet policies and MUSC fleet program requirements.
• Conducts routine audits of fleet inventory and driver records to ensure data accuracy and regulatory compliance.
• Monitors key deadlines related to insurance renewals, vehicle registrations, driver eligibility, and asset management activities.
• Maintains records and reporting necessary to support safe and efficient fleet operations.