Administrative Manager 2 - Psychiatry: NCVRTC

Job Description Summary

The Division Administrator is the senior administrative and financial leader for the National Crime Victims Division, supporting approximately 19 faculty and APPs, 83 staff, a 15 million budget, and a complex research portfolio. The position has 3 direct reports and reports to the Vice Chair of Finance and Administration for the Department of Psychiatry, working in close partnership with the Division Director.

The Division Administrator provides leadership and oversight for the Division’s financial management, research administration, human resources and faculty affairs, clinical operations, education, regulatory and compliance activities, and strategic planning. In consultation with the Vice Chair and Division Director, this position exercises judgment and decision-making authority in managing Division resources, operations, and administrative functions.
In partnership with the Division Director and Department leadership, the Administrator provides financial and operational guidance; supports strategic business, program, and policy development; and advises faculty and staff regarding administrative processes related to clinical operations, finance, research, human resources, and medical education.

The Division Administrator serves as a primary administrative liaison among the Division, Department of Psychiatry, College of Medicine, MUSC Physicians, MUSC Health, ICCE and other institutional partners.

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-GEN12

Pay Range

81,192.00 - 113,730.00 - 146,166.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Salary

Work Schedule: Monday - Friday, 8:30 am - 5:00 pm

Job Duties:

35% – FINANCIAL MANAGEMENT AND RESEARCH

• Direct the fiscal management of Division resources, including unrestricted, grant, contract, clinical trial, gift, and other funding sources.
• Lead financial planning, budgeting, forecasting, accounting, reconciliation, and reporting, exercising independent judgment to optimize use of Division resources.
• Develop and maintain financial management processes and controls that ensure compliance with Department, University, State, Federal, sponsor, and donor requirements.
• Monitor operating and research budgets, cash balances, accounts receivable, payroll, faculty effort, expenditures, and other financial activity; identify variances and initiate appropriate corrective action.
• Ensure timely and accurate completion of financial transactions, reconciliations, effort/activity reporting, invoices, and required internal and external reports.
• Prepare and oversee financial and business reports for the Division Director, Principal Investigators, Department leadership, and other stakeholders.
• Provide financial guidance to faculty and staff and administer faculty salary funding allocations consistent with approved compensation and funding plans.
• Provide administrative oversight of sponsored research activities and collaborate with grants management staff on submissions, renewals, post-award financial management, reporting, and clinical trial activity.
• Support responsible stewardship of philanthropic resources and collaborate with Development and institutional partners on appropriate financial reporting and donor requirements.

35% – HUMAN RESOURCES & FACULTY AFFAIRS

• Lead Division HR and faculty affairs activities in accordance with Department, College, University, and State policies and procedures.
• Partner with the Division Director and Department leadership on faculty recruitment, hiring, onboarding, credentialing, contracting, compensation planning, and annual evaluation processes.
• Oversee provider licensure, certification, privileging, and credentialing activities to ensure required documentation remains current.
• Manage Division administrative support staff, including recruitment, hiring, position management, performance evaluation, development, and other personnel actions.
• Oversee staff payroll, timekeeping, leave administration, personnel records, and related HR processes, ensuring accuracy, confidentiality, and timely completion.
• Ensure Division employment practices and personnel records comply with applicable institutional policies and State and Federal requirements.

15% – CLINICAL OPERATIONS and EDUCATION

• Collaborate with Department clinical leadership to support effective operations of the NCVRTC clinical practice

• Charleston Consortium Internship Program:
  • Responsible for overseeing the development of yearly budgets.
  • Oversees 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.
  • Oversees the 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 clinical operational analyses and reports to the Division Director, Vice Chair of Finance and Administration, and other appropriate leaders.
  • Ensure clinical providers and applicable Division staff meet relevant compliance and regulatory requirements.

10% – STRATEGIC PLANNING

• Partner with the Division Director and Department leadership to develop and execute the Division’s long-range strategic and business plans.
• Develop business analyses, proposals, financial assessments, and implementation plans for new or expanded programs and services.
• Evaluate existing programs and recommend operational, financial, or organizational changes to support Division and institutional priorities.

5% – COMMUNICATION

• Maintain proactive and timely communication with the Division Director, Vice Chair of Finance and Administration, and other appropriate leaders, including prompt escalation of significant financial, operational, personnel, compliance, or other issues requiring leadership attention.
• Facilitate effective communication and coordination among Division faculty and staff, Department leadership, MUSC Physicians, MUSC Health, ICCE leadership, and other institutional stakeholders.
• Identify matters with broader Department or institutional implications and communicate them to appropriate leadership.
• Maintain general awareness of the Division’s publicly available website information and communicate significant inaccuracies or needed updates to appropriate Division and DOM Communications personnel.

Preferred Training & Experience:

• High proficiency in all aspects of MS Office Suite, particularly Excel.
• Experience in financial management and a working knowledge of academic physician practice preferred. 
• Experience in recruitment and the onboarding process of new physicians and advanced practice providers preferred.
• Proven track record of excellent organizational, analytical, and interpersonal skills required and the ability to function within a complex environment comprised of a wide range of individuals both within and outside of MUSC.
  
  

Additional Job Description

Minimum Requirements: A bachelor's degree and five 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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