Job Description Summary

The Administrative Coordinator I primarily provides administrative support to Ambulatory Operations, the Facilities Asset Management and Reliability Manager, Real Estate Team, with a dotted-line reporting relationship to the Executive Director of MUHA Facilities. This position serves as a key administrative resource responsible for coordinating day-to-day operational activities while supporting the continued growth of the enterprise through asset data management and Computerized Maintenance Management System (CMMS) administration.
Primary responsibilities include administrative coordination, document management, meeting support, correspondence, and maintaining a growing inventory of facilities assets by collecting, validating, organizing, and entering data into the CMMS. As the MUSC and MUSC Health portfolios expand, this role will play an integral part in ensuring asset information is accurate, complete, and standardized to support maintenance, regulatory compliance, and long-term capital planning.
Success in this role requires exceptional organizational, communication, and analytical skills, along with the ability to work independently under limited supervision. The ideal candidate demonstrates initiative, strong problem-solving abilities, attention to detail, and a commitment to providing outstanding customer service while maintaining confidentiality and professionalism.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000011 Administration

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

39,300.00 - 53,100.00 - 66,800.000

Scheduled Weekly Hours

40

Work Shift

Job Description

The Administrative Coordinator I primarily provides administrative support to Ambulatory Operations, the Facilities Asset Management and Reliability Manager, Real Estate Team, with a dotted-line reporting relationship to the Executive Director of MUHA Facilities. This position serves as a key administrative resource responsible for coordinating day-to-day operational activities while supporting the continued growth of the enterprise through asset data management and Computerized Maintenance Management System (CMMS) administration.

Primary responsibilities include administrative coordination, document management, meeting support, correspondence, and maintaining a growing inventory of facilities assets by collecting, validating, organizing, and entering data into the CMMS. As the MUSC and MUSC Health portfolios expand, this role will play an integral part in ensuring asset information is accurate, complete, and standardized to support maintenance, regulatory compliance, and long-term capital planning.

Success in this role requires exceptional organizational, communication, and analytical skills, along with the ability to work independently under limited supervision. The ideal candidate demonstrates initiative, strong problem-solving abilities, attention to detail, and a commitment to providing outstanding customer service while maintaining confidentiality and professionalism.

Responsibilities

Administrative Support (35%)

• Provide comprehensive administrative support to Ambulatory Operations, the Enterprise Facilities Asset Management and Reliability Manager, and assigned Facilities leadership.
• Coordinate meetings, conference calls, and special events.
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Maintain departmental files, records, and electronic documentation.
• Serve as a point of contact for internal and external customers, responding to inquiries and directing requests appropriately.
• Support special projects and departmental initiatives as assigned.
• Assist with external vendor coordination and scheduling

Enterprise Asset Management & CMMS Administration (35%)

• Evaluate contractor-provided maintenance, inspection, and asset reports, prepare relevant information for CMMS entry, and upload validated data to support accurate records, maintenance history, and verification of regulatory and compliance requirements.
• Collect, validate, standardize, and maintain facilities asset information within the CMMS to support accurate and consistent asset records for the expanding ambulatory enterprise.
• Perform quality assurance reviews to ensure data accuracy, consistency, and completeness.
• Support the Enterprise Facilities Asset Management and Reliability Manager by coordinating asset inventory updates, audits, data validation, and ongoing data integrity initiatives for the ambulatory portfolio.
• Collaborate with Facilities Operations, Planning, Design & Construction, Real Estate, and other stakeholders to gather and reconcile asset information.
• Assist with reporting and analysis related to facilities assets and maintenance activities.

Operational Coordination & Process Improvement (15%)

• Coordinate maintenance planning and outage-related communication between internal Facilities teams, external vendors, contractors, and other stakeholders to support timely completion of work and minimize operational disruption.

• Identify opportunities to improve administrative and asset management processes.
• Develop and maintain standard operating procedures and documentation.
• Coordinate information between multiple departments to support operational efficiency.
• Monitor assigned projects and follow up on action items to ensure timely completion.
• Support implementation of new processes and departmental initiatives.

 

Customer Service & Communication (15%)

• Provide exceptional customer service to employees, leadership, vendors, and external partners.
• Communicate professionally through written and verbal correspondence.
• Maintain confidentiality when handling sensitive business information.
• Foster collaborative working relationships across Facilities, Ambulatory Operations, Real Estate, and other enterprise departments.

Qualifications

• Experience supporting multiple leaders and coordinating competing priorities.
• Prior experience supporting facilities operations, asset management, or operational coordination functions is preferred.
• Demonstrated proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience with a Computerized Maintenance Management System (CMMS) is preferred.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to work independently with minimal supervision.
• Strong analytical, problem-solving, and critical-thinking abilities.
• Ability to manage multiple priorities in a fast-paced environment while meeting deadlines.
• Ability to maintain confidentiality and exercise sound judgment.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two 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.

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