Administrative Coordinator I

Job Responsibilities

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Under the direct supervision of the RHD, provides complex and diversified duties requiring sound judgment and skill in accomplishment of regional administrative functions. Provides primary administrative support for RHD and secondary administrative support Region Leadership Team (RLT).

Performs administrative duties required to support the RHD and members of the RLT, including preparing agendas and meeting minutes, arranging conference calls. Answers telephone, manages meeting calendar, covers email messages for RHD. Attends RLT, Regional Management Team (RMT), Region New Employee Orientation, and Positions meetings to provide administrative support.

Serves as the point of contact for Charleston County Regional Office. Publishes periodic email Headquarters' newsletters to include information regarding the Charleston County Regional Office. Supervise Regional Switchboard Administrative Assistant.

Gathers, reviews, and assures information is correct on the Regional In-Service Request forms and other required travel approval forms. Updates expenses, locates flight and hotel information, and obtains approvals, as needed.

Ensures proper documentation is submitted timely to Finance for payment. Secures locations for meetings, trainings, conferences, etc. and ensures they are equipped with the necessary technology. Provides attendees and presenters with location, directions, contact information, and agendas. Documents and distributes minutes.

Provides back up for other staff as assigned and is a resource for other administrative staff. Provides professional, courteous service to visitors and callers. Serves as a role model for all staff for excellence in customer service.

Region Telecommuting Coordinator. Ensures accuracy of the telecommuting documentation requests submitted by staff.

Submits the applications for approval to the RHD and Central Office Telecommuting Coordinator. Monitors and keeps the telecommuting tracking document updated. Provides support and monitors the region telecommuting program for management.

Provides back-up to the Contract Coordinator by providing coordination and completion for all agency MOAs, Revenue Contracts, Grant Contracts, and all other regional contracts for the Region. Ensures all region contracts are on the approved form and formatted correctly. Seeks approval and review of detailed contracts that require assistance from region management and the Agency Contracts Office.

Assists hiring managers (RHD and/or RLT) by arranging interviews and sharing interview rosters with panels. Serves as the point of contact for applicant inquiries before interviews. Participates on interview panel, as requested.

Participates in all emergency or disaster response to expedite services to the public as outlined in the DHEC/Region plan. During such time, the incumbent should regard her/himself as being on 24-hour call and subject to duty when such events occur or are anticipated to occur.

Performs other duties as assigned.

Minimum and Additional Requirements

State Minimum Requirements: A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency Additional Requirements: A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience Ability to plan, implement, and evaluate effectiveness of office and administrative procedures. Professional competence to establish and maintain effective working relationship with staff members and the general public.

Comprehensive knowledge of grammatical rules, spelling, business writing, language usage and clerical formats. Considerable knowledge of office management practices and procedures.

Working knowledge of the care and operation of computers, software (i.e., Windows Office Suite / Open Office) and office equipment. Ability to communicate effectively, both orally and in writing. Ability to use judgment and discretion in interpreting and applying policies and procedures. Ability to apply appropriate tools and techniques in quality assurance and improvement initiatives, and in overall performance of job duties.

This position is supervised by the Region Public Health Director (RHD) and must be self-directed and goal oriented. Must attend all trainings, staff meetings and workshops as required by DHEC and/or supervisor.

Requires independent judgment, ability to make sound decisions, and discretion and confidentiality when responding to internal/external customers' inquiries. Must adhere to all policies / procedures in DHEC, including confidentiality policies and HIPAA privacy regulations.

Must be able to lift a minimum of 30 lbs. May be required to travel overnight, both in and outside of region.

SC Driver's License required. Normal work hours are Monday-Friday, 8:30 AM - 5:00 PM; attendance outside normal working hours may be required.

In accordance with the State's Disaster Plan, which includes hazardous weather, DHEC employees may be required to work in times of an emergency or disaster.

If the state minimum and agency additional requirements require a degree, applicants will be required to upload a copy (official or unofficial) of the transcript as an attachment to the application. Please note that some of the areas of the agency may require an official, certified copy of the transcript prior to hiring or within a specific timeframe required by that area, after hiring. (yes or no) required.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

SC DHEC is an equal employment opportunity/affirmative action employing agency. We are committed to a diverse workforce. SC DHEC does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.

This position is part of the South Carolina Department of Health and Environmental Control's (Regional Administration-Lowcountry region). The work performed supports DHEC's mission to improve the quality of life for all South Carolinians by protecting and promoting the health of the public and the environment. Effective July 1, 2024, this position will transfer to the South Carolina Department of Public Health created by Senate Bill 399 which provides for the creation of the Department of Public Health to assume the public health-related functions of DHEC.