UNIV - Administrative Coordinator I - COM DO : Finance

Medical University of South Carolina; Charleston (SC); Hybrid; USD 40,000 - 68,000; Full time

Job summary

Medical University of South Carolina is seeking an administrative financial support professional to assist the COM Finance team with data analysis, reporting, and data entry. Responsibilities include Pcard administration, procurement coordination, and supporting Dean’s Office activities.

The role also covers coordination of asset inventory training and annual schedules, review and approval of IDC waivers, journal entry processing, and reception backup duties within the Dean’s Office.

Qualifications

• 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.

Responsibilities

• Provide general analytic and reporting support to the COM Finance team; review, analyze, consolidate data, prepare reports, and some data entry.
• Act as department administrator for the Pcard program; supervise the Pcard activity of the department; ensure compliance with State, University and Department policies; perform audits and maintain documentation; coordinate procurement directives; place orders for Deans Office staff and faulty as requested.
• Coordinate and support COM Finance meetings and Dean’s Office meetings; gather topics, prepare agenda and record/disseminate meeting minutes for the bi-monthly Dean's Office meeting.
• Coordinate training, communication, timelines and schedules for COM departments for the annual asset inventory; act as asset liaison for the COM Dean's Office; escalate compliance issues to Dean's Office Accountant/Fiscal Analyst III.
• Review and approve IDC waiver requests based on the approval criteria; escalate non-standard requests and questions.
• Assist COM Finance Manager with general financial activities such as journal entries; facilitate contracts in Symplr as needed.
• Provide back-up to Dean’s Office Reception; greet visitors, answer phones, relay messages; contribute to improving reception processes.

Education

High school diploma with four years relevant experience OR bachelor''s degree with two years of relevant experience

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 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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees