UNIV - Admin Coordinator II - Psychiatry: Office of the Chair (Admin) - MUSC

Job Description SummaryServes as a Department of Psychiatry’s Administrative Coordinator II who manages all financial aspects of the Outreach Division and assists in the management of the Office of the Chair. Primary responsibilities are focused...

Job Description Summary

Serves as a Department of Psychiatry’s Administrative Coordinator II who manages all financial aspects of the Outreach Division and assists in the management of the Office of the Chair. Primary responsibilities are focused on financial management, reporting budgeting and analysis with the purpose of providing accurate, timely advice to guide appropriate decision making.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001040 COM PSYCH Admin Operations CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

$45,530 - $64,885 - $84,241

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Salaried

Work Schedule: M-F, 8:00AM - 4:30PM

Job Duties:

30% Financial Management- Office of the Chair

• Assists the Financial Director and Vice Chair for Finance with accounting activities in the Office of the Chair budget to include the use of accounting systems and specialized financial reports.
• Assists with budget development, reviewing budget to actual variances, and monitoring cash balances as well as verifying accuracy of AR.
• Submits OurDay security requests for users within the Department to the Deans Office. Tracks user roles and has an understanding of the rights of each role.
• Departmental expert with SIMPLR, the contract system. Responsible for entering all contracts in SIMPLR and invoicing contracts per each agreement term. Train other staff in the use of SIMPLR

25% Division Administrator- Outreach

Serves as Division Administrator for the Outreach Division which includes the activity of 35 faculty members.

• Develop and manage division budget and budget process while ensuring compliance with regulatory guidelines.
• Use of OurDay and financial reports to manage all division financial activities and timely submission of reports to the Vice Chair for Finance and Administration, the Chairman and the Division Director.
• Establish budgets, process personnel and non-personnel transactions and oversee reconciliation of financial records to MUSCP leadership reports. Responsible for budget to actual variances and monitoring cash balances as well as verifying the accuracy of AR.
• Oversee all contracts to include writing contracts and entering them in SIMPLR. Ensuring timely receipts of all invoices (AR)
• Ensure incentives are paid out correctly and timely quarterly and reports are sent to the Board of Directors that are accurate and timely.
• Serve as the coordinator between the faculty, Psych Administration and MUSCP Controller leadership. Prepare and coordinate all personnel actions (posting vacant positions, hiring new staff, position descriptions).
• Coordinate annual faculty evaluation process, meeting all institutional deadlines. Oversee submission of leave slips, ensure that leave taken is recorded appropriately.

20% OurDay Financial Reporting & Analytics – Department of Psychiatry

• Responsible for the preparation and management of custom financial reports for standardized use across all 19 Divisions within the Department.
  • Creates custom financial reports for standardized use across the Department of Psychiatry Divisions using OurDay Drive, using a variety of data sources both internal and external to OurDay, including but not limited to: current unrestricted revenues and expenses, comparisons to approved annual budget, etc.
  • Create custom HR reports for use across the Department to monitor new/terminating/current faculty members and staff, including but not limited to: compensation changes, onboarding, personnel funding; one-time or recurring payments, quarterly at-risk, etc.
• Serves as subject matter expert for Department of Psychiatry OurDay reporting for financial management.
• Ensures that reports include most relevant data to support decision making by senior leadership in Divisions/Departments.
• Analyzes current data being used in reports a continuous basis
• Makes recommendations for corrective actions or reports improvements as needed.
• Serves as trainer for Department of Psychiatry senior leaders, division administrators, accountant/fiscal analysts, and other staff members on reports, including how to regularly utilize reports.
• Run procurement reports in WORKs and OurDay to ensure we are in compliance with all procurement rules and regulations, including Purchasing Cards. Sign off as needed

15% Human Resources & Faculty Affairs – Office of the Chair 

• Oversees the personnel effort and funding for faculty, staff, research grant staff, post docs, and temporary employees in the Office of the Chair Division.
• Prepare and coordinate all financial aspects of personnel actions (posting vacant positions, hiring new staff, position descriptions), and assists Finance Director and Vice Chair for Finance and Administration with HR onboarding processes and procedures for new faculty and staff.
• Works closely with Department Leadership and Grant and Finance colleagues to proactively submit cost allocations, ASWs, and payroll accounting adjustments in OurDay as needed, while ensuring accurate accounting of research effort and adherence to divisional funds flow plan.
• Supports the annual faculty evaluation and contracting processes, along with compensation planning and calculations.
• Collaborates with Departmental and University Human Resources staff on ongoing initiatives and projects as needed.
• Coordinates quarterly effort reporting process ensuring compliance with Federal, State, Institutional, and agency specific guidelines. 
• Assist the Vice Chair for Finance and Operations in tracking space and space allocations within the Department as well as assisting in space renovation projects and office moves
• Serves as a backup for the Finance Director in submitting monthly/quarterly reporting to the College of Medicine Dean's Office for the Department of Psychiatry. Carries out special projects and performs additional assignments as needed at the request of Department Leadership.

10% Foundation Reporting – Department of Psychiatry

• Responsible for maintaining Foundation reports for each Department of Psychiatry Foundation account, totaling 60 accounts
• Monitor spending/revenue each month and report to the VC for Finance and Chairman any changes in balances. Follow up on any changes with the Foundation staff to ensure money is in the correct account and thank you letters to donors are sent and received timely
• Audit account spending quarterly to ensure appropriate use of Foundation funds

Additional Job Description

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