Administrative Coordinator

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Standard working schedule: 8:30 am – 5:00 pm. Must be willing to work a flexible schedule to meet the needs of the department.

The Office of the Dean in the School of Medicine Greenville is seeking to hire an Administrative Coordinator to join our team. Reporting to the Executive Assistant to the Office of the Dean under limited supervision, the Administrative Coordinator monitors, coordinates, and performs diverse administrative and support activities for the Office of the Dean. The role involves day‑to‑day operations, meeting management, and strategic initiatives led by each Associate Dean.

Strong organizational skills, professionalism, and maintaining confidentiality are integral to the responsibilities of the ideal candidate.

• Exceptional communication skills
• Highly organized and able to prioritize tasks
• Ability to work independently
• Knowledge of modern office practices, procedures and equipment
• Ability to always maintain a professional demeanor
• Ability to maintain confidentiality and respect
• Demonstrates a commitment to teamwork, self‑awareness, professionalism, open/transparent communication, and servant leadership
• Proactively seeks opportunities to apply training, experience, knowledge, and skills to meet emerging institutional needs
• Communicates respect for others in the work environment, contributes to the development of a welcoming environment and positive institutional culture

• Provides support and coordination for the Office of the Dean, including day‑to‑day administrative support, calendaring, meeting preparation, and multi‑team meetings across the Office of the Dean, Development, Academic Affairs, and Operations. Drafts written documentation and correspondence, screens and evaluates incoming and outgoing correspondence, and prepares responses as appropriate. Provides office support, telephonic assistance, visitor direction, supply ordering, and other administrative duties.
  
  Submits invoices for payment, assists with expense reports and travel arrangements.
• Supports the Senior Associate Dean for Academic Affairs with calendaring, meeting preparation, coordination of multi‑team meetings across the Office of the Dean, Academic Affairs, Student Affairs, and Medical Education. Drafts written documentation and correspondence, screens and evaluates incoming and outgoing correspondence, and prepares responses as appropriate. Builds presentations using PowerPoint. Provides office support, telephone assistance, visitor direction, and administrative duties. Submits invoices for payment, assists with expense reports and travel arrangements.
• Provides event support to the Events Manager, including working with vendors, obtaining quotes, submitting invoices, assisting with food memos, managing guest lists, tracking budgets, and providing onsite assistance ps with event materials such as name tags, place cards, programs, and more.
• Orders supplies for the Office of the Dean, Development, and Events. Coordinates meals for meetings and committees. Creates and submits food memos and financial payment requests. Collaborates with Finance to ensure suppliers are set up accurately with the University and are paid on time for services rendered.
• Performs other duties as assigned by the Dean and Executive Assistant to the Dean.

• Bachelor’s degree in a job‑related field and at least one year of job‑related experience, or an equivalent combination of certification, training, education, and experience.
• Detail oriented with excellent verbal and written communication skills.
• Ability to maintain confidentiality in a professional manner.
• Computer proficiency in Microsoft Office Suite.

The University of South Carolina does not discriminate in educational or employment opportunities or decisions for qualified persons on the basis of age, ancestry, citizenship status, color, disability, ethnicity, familial status, gender (including transgender), gender identity or expression, genetic information, HIV/AIDs status, military status, national origin, pregnancy (false pregnancy, termination of pregnancy, childbirth, recovery therefrom or related medical conditions, breastfeeding), race, religion (including religious dress and grooming practices), sex, sexual orientation, veteran status, or any other bases under federal, state, local law, or regulations.