Administrative Coordinator I / 60019058

Job Responsibilities

The Agency's mission is to be boldly innovative in improving the health and quality of life for South Carolinians. This position is located in Administration and Chief Compliance Office, Richland County. This is an in-office role and not a telecommute or remote position.

• Plans, directs, coordinates, and/or performs complex administrative or business management activities for the Office of Administration and Chief Compliance Office.
• Maintains a complex calendar of appointments and speaking engagements for the Deputy Director for Administration and Chief Compliance Officer (CCO).
• Coordinates meetings, prepares agendas, distributes meeting materials, and serves as recording secretary for some meetings of the Deputy Director for Administration and CCO.
• Responds to last-minute schedule changes and is able to reschedule, reprioritize, and resolve schedule conflicts effectively.
• Reviews, screens, interprets and handles incoming requests (calls, emails, visitors).
• Reviews the Deputy Director's incoming/outgoing correspondence, assigns deadlines, coordinates responses with the appropriate agency personnel and tracks status.
• Receives, screens, and refers incoming calls and visitors to the appropriate areas.
• Troubleshoots incoming complaints to the Deputy Director.
• Makes arrangements for in-state and out-of-state travel for executive and others as needed.
• Handles reimbursements and completion of travel forms/documents as needed.
• Manages the Deputy Director's incoming and outgoing correspondence, including reviewing, drafting, editing, and coordinating responses with the appropriate Department personnel.
• Ensures deadlines are met on all responses, correspondence, special projects, etc. requiring a reply by the Deputy Director.
• Ensures responses are consistent and in compliance with agency policies.
• Performs administrative functions for the Deputy Director to include: logging, proofing, formatting, making copies, tracking, researching, and other general office functions.
• Manages the status of multiple projects and initiatives facilitated for Administration and CCO.
• Solicits updates from Program Directors; assigning and maintaining timeliness and ensures follow-up with the Deputy Director.
• Acts as a partner across and among other executive administrative support staff.
• Acts as a point of contact for Deputy Director among internal requests and other areas in the Department.
• Supports all administrative functions of the Executive Management team including an efficient, professional, and cooperative work environment.
• Orders and maintains the office supplies, equipment, and furniture needs for the Deputy Director including preparation and coordination of any necessary requisitions.

Requirements

• A high school diploma and five (5) years of executive level administrative experience; OR
• A Bachelor's degree and one (1) year of executive level administrative experience.

All degrees must be from a college or higher education institution recognized by the U.S. Department of Education & Council for Higher Education Accreditation (CHEA).

Additional Requirements

• Overtime and/or weekend work with Deputy approval.
• Sitting or standing for long periods of time.
• Lifting requirements: 20 lbs.

Preferred Qualifications

• Advanced computer skills.
• Ability to make and keep schedules.
• Must be able to make decisions regarding the priority and importance of issues and situations that may present themselves and take appropriate action.
• Able to move efficiently between multiple tasks with a high degree of accuracy.
• Excellent written and verbal communication skills.
• Knowledge of administrative processes, procedures, and professional etiquette.
• Must exhibit high levels of discretion and sound judgment.
• Proactive, self-motivated and able to perform under very limited supervision.
• Able to communicate on behalf of the Deputy Director of Administration and Chief Compliance Officer (CCO) with executives inside and outside the Agency, other state Agency Directors, and governmental officials, organizations and the private sector, executives and liaisons from the Centers for Medicare and Medicaid Services, and service providers and beneficiaries both in-state and out-of-state.

Benefits

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children.
• 15 days annual (vacation) leave per year.
• 15 days sick leave per year.
• 13 paid holidays.
• State Retirement Plan and Deferred Compensation Programs.

Minimum And Additional Requirements

• Minimum: A high school diploma and five (5) years of executive level administrative experience; OR A Bachelor's degree and one (1) year of executive level administrative experience.
• Additional: Advanced computer skills, ability to make and keep schedules, ability to make decisions regarding the priority and importance of issues and situations, ability to move efficiently between multiple tasks with a high degree of accuracy, excellent written and verbal communication skills, knowledge of administrative processes, procedures, and professional etiquette, high levels of discretion and sound judgment, proactive, self-motivated and able to perform under very limited supervision, ability to communicate on behalf of the Deputy Director of Administration and Chief Compliance Officer (CCO) with executives inside and outside the Agency, other state Agency Directors, and governmental officials, organizations and the private sector, executives and liaisons from the Centers for Medicare and Medicaid Services, and service providers and beneficiaries both in-state and out-of-state.

Comments

Please complete the State application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position. Supplemental questions are considered part of your official application for qualification purposes. All applicants must apply online. All correspondence from the Office of Human Resources will be through electronic mail. The South Carolina Department of Health and Human Services is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related medical conditions, including, but not limited to lactation), national origin, age (40 or older), disability or genetic information.

Additional Comments

Please, thoroughly complete the Education and Work Experience sections of your application and the Supplemental Questions. Failure to provide detailed and complete information will result in your application being rejected. Any misrepresentation or omissions will result in your disqualification from employment and/or termination. You may not submit resumes in lieu of filling out the application or answering the Supplemental Questions.