Administrative assistant

Job Description

Summary

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.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC002244 ESL Wellness Center

Pay Rate Type

Hourly

Pay Grade

University-04

Pay Range

32,686.00 - 46,578.50 - 60,471.000

Scheduled Weekly Hours

Work Shift

Job Description

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 Requisitions
• 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.

• 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, commissions, proportions and percentages.
• Must possess strong customer service skills.

Additional

Job Description

Minimum Requirements : A high school diploma and two years work experience that is directly related to the area of employment.

A bachelor's degree may be substituted for the related work experience. Some positions require a valid driver's license and good driving record;

or correctable vision of 20 / 40 in both eyes, with or without conventional lenses, and physical qualifications in accordance with Federal Motor Carrier Safety Regulations, Section 391.

41; or AAVMA certification. Some positions require eligibility for bonding. 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 while standing. (Frequent) Ability to perform job functions while sitting.

Frequent) Ability to perform job functions while walking. (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. (Infrequent) 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. (Continuous) Possess good finger dexterity. (Continuous) Ability to lift and carry 15# , unassisted.

Infrequent) Ability to lift objects from floor level to height of 36 inches, to 15#, unassisted. (Infrequent) Ability to lower objects, to 15 #, from height of 36 inches, unassisted.

Infrequent) Ability to push / pull objects to 15 #, 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.

Continuous) 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. (Continuous) Ability to perform gross motor functions with frequent fine motor movements.

Continuous) 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

Last updated : 2024-09-11