UNIV-Administrative Manager I- PSYCH NCVC

Job Description Summary

The Administrative Manager I will oversee the administrative and business management activities for the National Crime Victims Research and Treatment Center (NCVRTC). The incumbent will serve as the Administrative Manager for the APA-approved Charleston Consortium Internship Program, which is a university-wide program. This position reports directly to the Administrative Manager II for the NCVRTC. Focuses on the clinical and educational missions within the division, department and institution.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001052 COM PSYCH NCVC CC

Pay Rate Type

Salary

Pay Grade

University-07

Pay Range

57,334.00 - 81,707.00 - 106,080.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Salaried

Work Schedule: Monday - Friday, 8:30 am - 5:00 pm, some weekends and evenings necessary

Job Duties:

30% - FINANCIAL MANAGEMENT: Develop and manage division budget while ensuring compliance with regulatory guidelines.

• Use of OurDay system and drive reports to manage all division financial activities (including the research mission).
• Establishes budgets, process non-research personnel and oversees all non-research related transactions.
• The incumbent oversees reconciliation of state financial records each month. Present to leadership on Budget to Actual variance and accruals monthly and report any issues timely. Monitor cash balances as well as verify the accuracy of AR.
• Run Foundation reports monthly for balances and donations. Ensure timely receipts of all invoices (AR) and oversee any non-research contracts within NCVRTC.
• Manages the budget process for NCVRTC. Budget is ~ $15 million for grants annually (9M in revenue received annually) and $4 million in non-restricted funds annually with 18 faculty members and ~60 staff.
• Serves as P-Card Liaison and for 11 purchasers for state, federal, UMA and unrestricted dollars.
• Manages payroll more than $5.5M.
• Serves as the coordinator between the NCVRTC, Psych Administration, and ultimately the College of Medicine. Responsibilities include strong understanding of all revenue streams and expenses per Funds Flow plan. Prepares, implements, and manages divisional Funds Flow plans to ensure budgetary compliance.

20% HUMAN RESOURCES

Prepare and coordinate all personnel actions (posting vacant positions, hiring new staff, position descriptions).

• Coordinate annual personnel evaluation process, meeting all institutional deadlines.
• Oversee submission of leave slips, ensure that leave taken is recorded appropriately.
• Oversee timekeeping for NCVC.
• Provides internal orientation to all new employees and ensures that new employees with Co-Director Rheingold. Evaluates position’s security access for OurDay and coordinates updates in accordance with the COM process.
• Oversees the personnel effort and funding for faculty, staff, research grant faculty, interns, post docs, and temporary employees in the NCVRTC.  

20% - ACCOUNTING

• Monitors and resolves cash deficits. Tracks specific commitments to the Division to ensure knowledge of operational spending vs discretionary spending.
• Manage the distribution of contracts and agreements (i.e. SOWs or Professional Service Agreements) to working parties (e.g., Dean's Office, Department, Outside agencies).  Invoices and follows up to ensure collection of revenue.
• Develops, performs complex analysis, and timely prepares and distributes of ~ 50 Unrestricted FDM reports to Faculty in the NCVRTC. Develops solutions and owns implementation of solutions. Timely notification of important issues to Division and Department Leadership.
• Develops strategies to ensure faculty and staff salaries are appropriately encumbered.  Ongoing analysis of faculty salary support at from Divisional sources
• In concert with the Grants Administrators, provides resolution for any cost over-runs, variances, assure compliance and provide regular financial reports to principal investigators and Division Administrator. Follow up and resolve any discrepancies.
• Maintains all incoming payments, including but not limited to: preparing ACH Wire and Check Deposit forms to ensure that the funds hit the correct accounts; reviewing the unclaimed cash report and completes the necessary forms to claim the funds earned by the program; communicating with sponsors to secure supporting documentation, if needed.
• Responsible for ensuring all activities are in compliance with Federal, State, and Institutional policies and award specific regulations and requirements.
• Provides analytical financial reporting for Department leadership to make executive decisions.
• Anticipates problems and proactively puts measures in place to proactively prevent problematic issues.
• Provide monthly summaries and detailed financial reports to Division Director, Admin Manager II and Department as required. Ensure all reporting deadlines are met. Review monthly payroll reports for consistency with individual effort and funding.

10% - FACULTY RECRUITMENT AND DIVISION GROWTH STRATEGIC PLANNING – 

• Coordinate and assist division director/Administrative Manager II in the recruiting and hiring processes for faculty members.
• Coordinate and track provider licensure and certification including licenses, to ensure that all are up to date.
• Coordinate and track clinical credentialing.
• Coordinate annual faculty evaluation and contracting processes for all division faculty members, along with compensation planning and calculations.
• Assist Division Director/Administrative Manager II with Strategic Planning for the Division focused on programmatic growth.

10% - CHARLESTON CONSORTIUM INTERSHIP PROGRAM

• Responsible for developing and managing yearly budgets. Coordinate funding with 16 entities to provide paid stipends (24 interns and respective stipends) through VA commitments, federal grant awards, scope of works, and MUSC payroll. Coordinate onboarding and termination of predoctoral interns. Oversees and approves purchases, reimbursements and related project expenses. Collect project revenue identified at the beginning of each rotation to fund this +979K program. Provide quarterly financial reports to program Directors.

5% - COMMUNICATION

• Communicate effectively with the division leadership and faculty, DOP management staff, institutional representatives, and others to optimize division administration. Assists Division Director/Admin Manager II with the development and communication of division policies and procedures. Develop and maintain archive of division documents including faculty CVs, publications, research awards, etc.

5% - Other duties as assigned.

Preferred Knowledge, Skills, and Abilities - Proficient in Axiom, WorkDay, MUSC Financial Reports, REDCap, SuccessFactors, and Microsoft Suite. Incumbent is expected to perform at high efficiency with minimal supervision.

Additional Job Description

Minimum Requirements: A bachelor's degree and four years relevant experience in administrative services, public administration or business management.

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 squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) 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. (Frequent) Ability to see and recognize objects at a distance. (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 perform gross motor functions with frequent fine motor movements. (Frequent)

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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