UNIV-Administrative Coordinator I-Recycling

Job Description Summary

Job Description- This position is responsible for providing administrative support for the University’s Housekeeping and Recycling programs. Under limited supervision, responsibilities will include data collection, reporting, invoicing, procurement, training, and providing quality service to customers/clients. The Administrative Coordinator will act as a liaison between Facilities management, vendors, and other departments; and monitor assigned programs and/or work activities within the two program areas.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC002183 Recycling

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Description- This position is responsible for providing administrative support for the University’s Housekeeping and Recycling programs.  Under limited supervision, responsibilities will include data collection, reporting, invoicing, procurement, training, and providing quality service to customers/clients. The Administrative Coordinator will act as a liaison between Facilities management, vendors, and other departments; and monitor assigned programs and/or work activities within the two program areas.

35% - Invoicing, Billing, Weight Tracking and Reporting:

 - Maintains database of off campus customer contacts and locations.

 - Prepares and checks data to send accurate invoices.

 - Prepares and sends semiannual shred invoices to off campus customers.

- Reconciles checks to invoices as payments are received.

- Proactively works with customers to collect outstanding invoices.

- Runs reports to help analyze progress and tracking related to billing.

- Enters weight tickets from different recycling materials into Re-TRAK software.

- Generates reports periodically to capture waste rates or diversion reports.

- Summarizes data and provides responses to questions using analysis.

- Prepares DHEC reports by gathering data on all recycling materials within various MUSC departments.

-Assists with Cashier’s Office documentation and check deposits.

-Assists with invoice collection and processing for the food waste collection vendor Smart Recycling.

-Assists with invoice collection and processing for the E-waste, toner and battery collection vendor Intelligent Life Cycle Solutions.

-Assists with processing South Carolina DHEC grant requests for recycle tools, equipment, supplies, and training. Quarterly reporting of funds awarded and allocations.

25% -Daily Routes and Work Orders:

- Serves as P-card liaison and uploads receipts to bank portal for Business Services compliance.

- Assists with employee timekeeping via OurDay for Recycling and State Housekeeping team members.

 -Assists with timely submission of leave requests to ensure Payroll deadline is met bi-weekly for Recycling and State Housekeeping team members.

- Assists staff with questions and problems in real time related to recycling pick up during route.

- Proactively escalates issues to leadership and makes calls to customers related to questions or accuracy with work orders and issues identified on the daily routes.

- Expedites special and time sensitive requests.

-Assists with coordinating the delivery of additional waste containers for campus projects.

--Assists with communicating with Facilities team members (Recycling and Housekeeping) when online training modules are due in OurDay.

20% - Customer Service:

- Assists with service recovery for Housekeeping work requests that are noted as unsatisfactory on the biweekly customer satisfaction survey.

-Coordinates and submits key requests with University Lock Shop for Housekeeping and Recycling team members.

- Coordinates with Public Safety to ensure employee badges are updated via MIM, requests new badges for new employees and contractors. Requests card access to locations for servicing by the Recycling and Housekeeping teammates

- Assists with route adjustments (check points auditing) weekly to facilitate bin additions or deletions per customer request.

- Assists with quality auditing for completed work request submitted by housekeeping vendor ABM and known areas of concern.

- Assists with coordinating vehicle service and repairs with University Transportation Services and the assigned repair shop(s). In supervisor’s absence, communicates with assigned repair shop to get timely quote for repair.

-Assists with vehicle documentation and ensures it is routed to University Transportation Services.

- In supervisor’s absence, generates POs through OurDay for time-sensitive requisitions.

- Assists with collection of vehicle trip logs and routing to UTS and Facilities Admin Coordinator monthly.

- Coordinates with MUSC departments to find resources and solutions related to confidential shred bins, process for submitting work orders, facility clean out initiatives.

- Monitors MUSC Recycle e-mail inbox. Answers questions within scope and disseminates messages to appropriate level. 

- Addresses MUSC employee questions and concerns that come in through published Recycling phone number.  Escalates questions and concerns to appropriate level of management as needed.

- Assists with issuing routes and work orders to Recycling and Housekeeping team members.

- Answers questions via phone and e-mail from vendors (related to pick up, delivery and billing.)

- Coordinates with MUSC departments to find resources and solutions related to confidential shred bins, process for submitting work orders, facility clean out initiatives and housekeeping requests.

- External customer coordination of services and needs involving recycling, solid waste, or paper shred.

- In supervisor’s absence, assists with work assignment adjustments related to absences, departmental truck problems, helping teammates find bin locations and assignments if unclear on work order.  Communicates pertinent information to teammates.

15% Solid Waste Contract

- Assists with municipal solid waste contractor, and ensuring our waste compactors (9 ct), open tops, front end dumpsters are serviced according to schedule.  Captures the weights for this material and puts into Re-TRAK.

-Assists with auditing monthly solid waste invoices to ensure accuracy and routing to Business Services accounting department for processing. Updates spreadsheets for proper charging for internal departments share.

-Assists with communicating to Parking Management the details of the location and orientation of additional requested trash containers.

5% - Other duties as assigned to include:

-Assists Facilities department team members with the completion of semi-annual and yearly online Facilities Mandatory training modules via OurDay.

-Emergency recycling waste handling (route assignment and completion) during limited staff situations such as call offs during already scheduled annual leave times.

-Emergency recycling waste handling (route assignment and completion) during severe weather protocol activation.

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.

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