UNIV - Administrative Manager I - Library

Medical University of South Carolina • Charleston, SC

6d • Onsite

About The Position

Reporting to both the Director of Libraries and Associate Provost for Finance and Operations, this position supports all business affairs and related administrative activities of MUSC Libraries and all its programs. Regarding all financial operations of the Libraries this position will report directly to the Associate Provost for Finance and Operations to ensure that the fiscal impact of Library's operations is planned, controlled, and accurately accounted for in the University's financial records. Additionally, this position will ensure that all fiscal transactions comply with applicable policies, laws, rules and regulations. Responsible for grants and contracts administration and budget negotiations. This position will report to the Director of Libraries regarding daily operations, pre/post-award grants management, and other management activities.

Requirements

• A bachelor's degree and four years relevant experience in administrative services, public administration or business management.
• 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 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)

Nice To Haves

• MBA and relevant accounting experience

Responsibilities

• Manage the MUSC Libraries financial resources - plan, develop, prepare, administer, and monitor the entire fiscal and budgetary process consisting of state-appropriated funds, state and federal grants, donations, and other generated funds for all Library divisions.
• Recommend efficiently allocation of resources based on current and projected revenue and management of indirect cost recoveries to ensure maximum return.
• Recommend and implement methods of generating funds.
• Accountable for optimal allocation of all resources through internal budgetary controls.
• Provide support to the Director of Libraries and library personnel [faculty and classified] in the administration of federal and state grants and state funds.
• Prepare, justify, gain approval for, and administer the MUSC Libraries annual personnel and operational budgets.
• Develop short- and long-range budgets supporting the University's strategic plan.
• Act as grants administrator for the MUSC Libraries.
• Assist and advise principal investigators (PI) in the preparation of the proposals in accordance with sponsor terms and conditions, applicable regulations, and institutional policies.
• Monitor spending, serving as the liaison between the department and the Office of Research and Sponsored Programs (ORSP) and the Office of Contracts and Grants Accounting (GCA); formulate budgets; prepare data proposal sheets to accompany grant proposals and compute the appropriate F&A cost percentage; communicate with the sponsor before and during the award period.
• Monitor and assist PI through the entire research cycle and ensure proper signoffs within the department.
• Complete and submit Payroll Costing Allocations to reflect funding changes and assist with grant close-out activities.
• Coordinate/supervise invoicing for services, collections, and expenditures.
• Direct purchase, storage, distribution, and maintenance of equipment and supplies; liaison with other MUSC departments (Budget, Physical Plant, Procurement, Fixed Assets, etc.).
• Act as departmental liaison for the MUSC Purchasing card and allocate purchases of cardholders in a timely manner.
• Sign-off on all monthly Pcard transactions; ensure files are kept per Purchasing Card guidelines.
• Fully ensure that all Pcard State and MUSC policies are fully followed as outline in the Pcard manual or other policies.
• Supervise the creation of expense reports for employee travel reimbursements, personnel forms (payroll costing allocations & payroll accounting adjustments) and internal supplier delivery forms in OurDay.
• Plan, prepare, and present one-time and recurring financial reports to enable executive management decisions in areas of cost allocation analyses, revenue/expense statements, cash flow projections, fund availability, financial obligations, forecasting and grants accounting.
• Utilize Workday to manage transaction level detail.
• Develop financial information systems including the creation and maintenance of databases to support operations, and existing procurement and accounting systems.
• Ensure accuracy of financial data.
• Review and reconcile financial, budget, income, and expense reports monthly.
• Act as primary liaison for the Department of Libraries on all financial and business matters, both internal and external to the University

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level