UNIV - Administrative Manager II - Psychiatry: NCVRTC

Medical University of South Carolina•Charleston, SC

3d•$81,192 - $146,166

About The Position

The Division Administrator is the senior administrative and financial leader for the National Crime Victims Division, supporting approximately 19 faculty and advanced practice providers, 83 staff, a $15 million budget, and a complex research portfolio. The position has three direct reports and reports to the Vice Chair of Finance and Administration for the Department of Psychiatry, working in close partnership with the Division Director. The Administrator leads and oversees the Division’s financial management, research administration, human resources and faculty affairs, clinical operations, education, regulatory and compliance activities, and strategic planning. In consultation with the Vice Chair and Division Director, the Administrator exercises judgment and decision-making authority in managing Division resources, operations, and administrative functions. In partnership with Division and Department leadership, the Administrator provides financial and operational guidance, supports strategic business, program, and policy development, and advises faculty and staff on administrative processes. The Administrator also serves as a primary administrative liaison among the Division, Department of Psychiatry, College of Medicine, MUSC Physicians, MUSC Health, ICCE, and other institutional partners. The role directs fiscal management and financial planning, budgeting, forecasting, accounting, reconciliation, reporting, financial controls, sponsored research administration, and stewardship of philanthropic resources. It leads Division HR and faculty affairs, including recruitment, onboarding, credentialing, compensation planning, evaluations, staff management, payroll, timekeeping, and personnel processes. The Administrator supports clinical practice operations and education, including oversight of budgets, funding, intern onboarding and termination, project expenses, and revenue for the Charleston Consortium Internship Program. The role also contributes to long-range strategic and business plans, assesses new and existing programs, and maintains timely communication with leadership and institutional stakeholders. The work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with 40 scheduled hours per week. The position is based in an academic medical and administrative environment and includes frequent seated, upright, and walking/mobile work, predominantly indoors.

Requirements

Bachelor’s degree.
Five years of relevant experience in administrative services, public administration, or business management.
Proven organizational, analytical, and interpersonal skills and ability to work in a complex environment with a wide range of internal and external individuals.
Ability to perform the physical functions described, including frequent seated, upright, and mobile work; continuous indoor work; and infrequent lifting, carrying, pushing, or pulling of objects up to 15 pounds.

Nice To Haves

High proficiency in the Microsoft Office Suite, particularly Excel.
Experience in financial management.
Working knowledge of academic physician practice.
Experience recruiting and onboarding physicians and advanced practice providers.

Responsibilities

Direct fiscal management of Division resources, including unrestricted, grant, contract, clinical trial, gift, and other funding sources.
Lead financial planning, budgeting, forecasting, accounting, reconciliation, and reporting; monitor budgets, cash balances, receivables, payroll, faculty effort, and expenditures; identify variances and take corrective action.
Develop and maintain financial processes and controls that comply with Department, University, State, Federal, sponsor, and donor requirements.
Ensure accurate and timely financial transactions, reconciliations, effort and activity reporting, invoices, and internal and external reports.
Prepare and oversee financial and business reports for the Division Director, Principal Investigators, Department leadership, and other stakeholders.
Advise faculty and staff on financial matters and administer faculty salary funding allocations in accordance with approved compensation and funding plans.
Oversee sponsored research administration and collaborate on proposals, renewals, post-award financial management, reporting, and clinical trial activity.
Support stewardship of philanthropic resources and coordinate financial reporting and donor requirements with Development and institutional partners.
Lead Division human resources and faculty affairs in accordance with applicable policies and procedures.
Partner with Division and Department leadership on faculty recruitment, hiring, onboarding, credentialing, contracting, compensation planning, and annual evaluations.
Oversee provider licensure, certification, privileging, and credentialing and ensure documentation is current.
Manage administrative support staff, including recruitment, hiring, position management, performance evaluation, development, and personnel actions.
Oversee staff payroll, timekeeping, leave administration, personnel records, and related HR processes, ensuring accuracy, confidentiality, and timeliness.
Ensure employment practices and personnel records comply with institutional policies and State and Federal requirements.
Collaborate with Department clinical leadership to support operations of the NCVRTC clinical practice.
Oversee yearly budgets for the Charleston Consortium Internship Program and funding involving 16 entities, stipends for 24 interns, VA commitments, federal grants, scopes of work, and MUSC payroll.
Oversee onboarding and termination of predoctoral interns; approve purchases, reimbursements, and project expenses; and collect project revenue to fund the program.
Provide clinical operational analyses and reports to Division and Department leaders and ensure providers and applicable staff meet regulatory and compliance requirements.
Partner with Division and Department leadership to develop and execute long-range strategic and business plans.
Develop business analyses, proposals, financial assessments, and implementation plans for new or expanded programs and services; evaluate programs and recommend changes.
Communicate proactively with leadership, promptly escalating significant financial, operational, personnel, compliance, or other issues.
Coordinate communication among Division faculty and staff, Department leadership, MUSC Physicians, MUSC Health, ICCE leadership, and other stakeholders.
Identify matters with broader Department or institutional implications and communicate them to appropriate leaders.
Maintain general awareness of publicly available Division website information and report significant inaccuracies or needed updates to appropriate Division and Department communications staff.