Univ – Administrative Manager I

Job Description Summary

This position manages the budget and administrative activities for the Department of Advance Specialty Sciences and assist with HR processing for the department, which includes but is not limited to the divisions and clinics of Oral & Maxillofacial Surgery, Graduate Digital Dentistry, Pediatric Dentistry, Orthodontics, and Periodontics. In addition to managing this department, this position is expected to participate in and contribute to college-wide activities. This position reports to the Senior Director of Finance and Administration for the College of Dental Medicine.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000058 CDM Dean Finance & Administration

Pay Rate Type

Salary

Pay Grade

University-07

Pay Range

56,210.00 - 80,105.00 - 104,000.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Summary:

This position manages the budget and administrative activities for the Department of Advance Specialty Sciences and assist with HR processing for the department, which includes but is not limited to the divisions and clinics of Oral & Maxillofacial Surgery, Graduate Digital Dentistry, Pediatric Dentistry, Orthodontics, and Periodontics. In addition to managing this department, this position is expected to participate in and contribute to college-wide activities. This position reports to the Senior Director of Finance and Administration for the College of Dental Medicine. 

Job Duties:
35% - Develops and monitors a department budget. Supervises the fiscal management of financial resources for the Divisions and Department, including financial planning, budgeting, and accounting functions. Must exercise independent judgment to facilitate the optimal uses of Division and Departmental resources. Approves personnel and non-personnel transactions and ensures reconciliation of financial records monthly. Provides the oversight, management, and monitoring functions for the Divisions and Department budgets, applying appropriate stewardship of available funding streams. Supervises and coordinates the preparation and maintenance of all fiscal records to include expenditures, encumbrances, commitments, revenues, and projected needs. Serves as resource to the Chair, Division Directors, faculty, and staff on matters relating to revenue projections, projected cost sharing activities, interdepartmental and intradepartmental transfers of funds, programmatic accreditation activities, activity reporting, etc. Monitors cash/net asset balances as well as verifies accuracy of Accounts Receivable and revenue accounts, ensuring timely receipt and posting of all invoices. Ensures all reporting deadlines are met. Reviews payroll for consistency and ensures appropriate funding is taking place along with the correct allocations of personnel. Manages a monthly budget to actual review to identify variances and trends. Provides monthly variance analysis to the Senior Director of Finance and the Assistant Dean of Finance, Division Directors, and Chair with all major variances explained by the mid-month following the closed month. Ensures compliance of policies and procedures of the University, Department, College, and state. Designs, implements, updates policies at the Departmental level to ensure procedures and documentation are current to keep in line with compliance guidelines. Establishes all Division and Departmental budgets. Manages the annual budget process for the Department. Works with Division Directors and Chair to identify upcoming fiscal year resource needs, growth expectations, faculty recruitment, and other issues that would affect the coming fiscal year. Meets with the Chair, Division Directors, Senior Director of Finance, and the Assistant Dean of Finance and Administration, on a routine basis. - (Essential)

25% - In collaboration with HR, assists all personnel operations for the Department faculty, staff, contingent and temporary staff and faculty and work study students. Assists in the recruiting and hiring process for faculty and staff and acts as a liaison with the Human Resources Manager. Approves all OurDay HR forms for faculty, staff, post-docs, and temporary grant employees. Assists in the hiring, appraisals and separations for all department faculty and staff. Provides assistance to the Chair and Team Leaders in writing position descriptions, reclassifications, and Ourday evaluations for Departmental Staff. Verify that compensation agreements are accurately reflected and that necessary contract provisions are included. - (Essential)

20% - Track all research grants for faculty in the department including strategic initiative awards, innovation awards and student research to compile progress reports for these initiatives and provides ad hoc reports as needed.  In concert with the Grants Administrators, provides resolution for any cost over-runs, variances, assure compliance, review financial reports and follow up and resolve any discrepancies. Ensure PI and CO-PIs receive updates on allocations and funding. Monitors and reviews financial, revenue, and expenditure for Continuing Education programs. Drafts all contracts and agreements for these programs adhering to State and Federal requirements.  Manages Faculty Practice expenses and monthly payouts. Researches billing and issues that arise in DFP for providers with the billing office.  Reviews and approves Pcard purchases in works to ensure compliance with State purchasing guidelines.  Provide collections and revenue data through EPIC reporting. - (Essential)

15% - Serves as liaison between the Department and the College of Dental Medicine Finance and Administration Division in the Dean’s Office. Communicates effectively with College Leadership, Departmental faculty/staff, and external constituents. Performs as the point of contact for the Department across various areas such as budget, Accounts Payable, Accounts Receivable, Procurement, Payroll, Fixed Assets, Facilities, Human Resources Management, University Compliance, etc. to ensure successful departmental operation. Interfaces with housekeeping, facilities, and engineering to ensure upkeep of equipment. Submits tickets for accounting and financial issues that arise for the department. - (Essential)

5% - Other duties and projects as assigned. - (Essential)

MUSC Minimum Training and Experience Requirements:

A bachelor's degree andfour yearsrelevant experience in administrative services, public administration or business management.

MUSC 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)

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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