UNIV - Administrative Coordinator II - Neurology - Finance

Medical University of South Carolina • Charleston, SC

2d • Onsite

About The Position

The purpose of this position is to provide comprehensive operational, financial, and administrative support to the Department of Neurology by coordinating office operations and administering post‑award grants support, restricted funds procurement, and related financial transactions. The role ensures efficient day‑to‑day office functionality; accurate, timely, and compliant financial transaction processing; responsible stewardship of sponsored and restricted funds; and adherence to University, MUSCP, State, and sponsor policies. Through close collaboration with department leadership, Principal Investigators, and research staff, the position supports the department’s clinical, research, and administrative missions by promoting operational continuity, financial integrity, and regulatory compliance.

Requirements

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

Nice To Haves

• Proficient in the use of Microsoft Office applications in creation and development of budgets using MS Excel.
• Strong interpersonal and communication skills and ability to interact with professionals at various levels.

Responsibilities

• Serve as the Neurology Office Coordinator for all departmental office locations.
• Manage inventory, ordering, stocking, and distribution of office supplies, including coffee, water, and related materials.
• Maintain departmental UPS and FedEx shipping accounts; provide shipping support and coordination for faculty and staff.
• Receive, unpack, distribute, and properly store departmental deliveries; issue timely notifications to personnel regarding package receipt.
• Prepare and submit the annual inventory report utilizing Asset Works or MUSC’s current asset management system.
• Submit and track orders for office IT equipment, including computers, Xerox devices, and phone lines.
• Initiate and manage ServiceNow tickets for facilities, maintenance, key access, and other service-related needs using MUSC systems.
• Collaborate with department leadership to coordinate office moves, space logistics, and furniture ordering and installation.
• Provide post-award financial and administrative support for sponsored research programs.
• Create, process, and oversee financial transactions related to grant-funded accounts, including requisitions, supplier invoices, expense reimbursements, miscellaneous payments, travel reimbursements, and corporate credit card transactions.
• Coordinate with Principal Investigators (PIs) and research staff to facilitate timely procurement of research supplies, equipment, and internal institutional services.
• Process patient stipend payments in accordance with study protocols and regulatory requirements; Ensure patient care services are accurately billed to appropriate research accounts.
• Ensure accurate and timely tagging and reconciliation of transactions within Workday (or current financial system).
• Support compliance with sponsor terms, institutional policies, and reporting requirements.
• Under guidance from departmental grant administrators, verify and reconcile expenses against approved study budgets to ensure allowability, appropriateness, and budget adherence.
• Maintain compliance with MUSCP, University, State, and sponsor policies and procedures.
• Coordinates with University Purchasing and Grants and Contracts Accounting to establish Contracts, Purchase Orders, Professional Services Agreements, and other procurement related agreements, for restricted (grant) Funds, ensuring that all financial transactions are in compliance with MUSC and State of South Carolina procurement regulations.
• Prepares and distributes PI reports timely and accurately.
• Meets regularly (at least every quarter) with department leadership and PIs for review, changes, and decision making.
• Works with Grant Administrators to coordinate regular cadence of PI Financial Meetings, assisting in preparation and distributes PI reports timely and accurately. These meetings occur regularly (at least every quarter) with department leadership and PIs for review, changes, and decision making.
• Serve as the primary departmental P-Card holder and liaison for assigned research divisions.
• Manage P-Card allocations and transaction reconciliation in Works (or current P-Card management system).
• Review transactions for compliance with institutional, state, and departmental P-Card policies.
• Ensure appropriate supporting documentation is submitted, uploaded, and allocated by established deadlines.
• Maintain organized electronic P-Card records to support audit and compliance requirements.

Benefits

• Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED