UNIV - Administrative Coordinator I - COM DO : Finance

musc; Charleston (SC); On-site; USD 55,222,000 - 93,864,000; Full time

Job summary

Medical University of South Carolina (MUSC) is seeking an administrative and financial support professional to assist the COM Dean's Office. The role involves analytics, data consolidation, and reporting for the College of Medicine, plus Pcard administration and procurement coordination.

The position also covers meeting coordination, agenda preparation, and distribution of minutes for Dean’s Office meetings, ensuring compliance with state and university policies.

Qualifications

• A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor’s degree and two years experience in business management, public administration or administrative services.

Responsibilities

• Provide analytic and reporting support to the COM Finance team; review, analyze and consolidate data, prepare reports, and perform data entry.
• Act as department administrator for the Pcard program; supervise Pcard activity, ensure policy compliance, audit payments, and manage requisitions and POs.
• Coordinate and support COM Finance meetings; gather topics, prepare agendas, and record minutes for Dean’s Office meetings.

Education

High school diploma

Bachelor’s degree

Tools

Symplr

Job description

Job Description Summary

Under direct supervision from the COM Dean's Office Accountant with oversight from the COM Dean's Office Department Administrator, assist with administrative and financial tasks to support the College of Medicine and COM Dean's Office.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC004725 COM DO ADMIN Finance CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours

40

Job Description

• 25% E- Provides general analytic and reporting support to members of the COM Finance team, as directed/needed. Duties include reviewing, analyzing and consolidating data from various sources, preparing reports, and some data entry. Compile and submit FDM requests for the College of Medicine as directed by the COM Budget Manager.
• 20% E- Acts as department administrator for the Pcard program. Supervises the Pcard activity of the department as the Pcard Administrator for the Dean's Office. Ensures compliance with State, University and Department policies. Performs regular audits and establish procedures for maintaining documentation. Reviews all COM Dean's Office accounts and ensures accuracy of automated payments (such as telephones, copying and parking). Coordinates all procurement directives regarding the management of Requisitions and POs. Works with the COM Dean's Office department administrator to ensure important information is communicated to the college. Places orders fo Deans Office staff and faulty as requested.
• 15% E- Coordinates and supports various CoM Finance meetings and Dean's Office meetings. Under the direction of the Dean's Office administrator, gathers topics, puts together the agenda and records/disseminates meeting minutes for the bi-monthly Dean's Office meeting as directed by the Dean's office administrator. Updates the meeting invite and Dean's Office distribution list as team members change.
• 10%E -Under the direction of the Dean's Office administrator and Accountant.Fiscal Analyst III, coordinates training, communication, timelines and schedules of COM departments for the annual asset inventory. Acts as asset liaison for the COM Dean's Office. Escalates compliance issues to Dean's Office Accountant/Fiscal Analyst III promptly to ensure University Inventory submission deadlines are met.
• 10% E- Under the supervision of the Dean's Office Administrator, reviews and approves IDC waiver requests based on the approval criteria provided. Escalates non-standard requests and any questions to the Dean's Office administrator and to the Senior Associate Dean of Research as directed by the Dean's office Administrator.
• 10% E- Assists COM Finance Manager with general financial activities such as the processing of journal entries; facilitates contracts in Symplr as needed.
• 5% E- Provides back-up to Dean's Office Reception. Greets visitors to the COM, Dean's Office suite. Acts as an information source for all areas of the Dean's Office, in person. Answers phones, and answers questions and/or refers calls to appropriate personnel. Emails phone messages as appropriate. Provides input for how the reception area functions and recommends process and service improvements.
• 5%-E Other duties and special projects as requested.

Additional Job Description

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