UNIV - Administrative Manager II - Psychiatry: NCVRTC

Medical University of South Carolina•Charleston, SC

1d•$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 Division Administrator provides leadership and oversight for 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 role 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 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 is scheduled for 40 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m.

Requirements

Bachelor's degree.
Five years of relevant experience in administrative services, public administration, or business management.
Excellent organizational, analytical, and interpersonal skills, with the ability to function in a complex environment involving a wide range of internal and external individuals.
Ability to perform the listed physical functions, including frequent seated, upright, and mobile work; indoor work; fine motor activities; and occasional lifting, carrying, pushing, or pulling of objects up to 15 pounds.
Ability to meet the stated vision and hearing requirements.

Nice To Haves

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

Responsibilities

Direct fiscal management of Division funding, including unrestricted, grant, contract, clinical trial, gift, and other resources; lead financial planning, budgeting, forecasting, accounting, reconciliation, and reporting.
Develop and maintain financial processes and controls that meet Department, University, State, Federal, sponsor, and donor requirements.
Monitor budgets, cash balances, accounts receivable, payroll, faculty effort, expenditures, and other financial activity; identify variances and initiate corrective action.
Ensure timely and accurate 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 coordinate with grants management staff on submissions, 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 activities in accordance with applicable Department, College, University, and State policies.
Partner with leadership on faculty recruitment, hiring, onboarding, credentialing, contracting, compensation planning, and annual evaluations.
Oversee provider licensure, certification, privileging, and credentialing documentation.
Manage Division administrative support staff, including recruitment, hiring, position management, performance evaluation, development, and other personnel actions.
Oversee staff payroll, timekeeping, leave administration, personnel records, and related HR processes while 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 effective NCVRTC clinical practice operations.
Oversee development of yearly budgets for the Charleston Consortium Internship Program; coordinate funding across 16 entities for stipends for 24 interns through VA commitments, federal grant awards, scopes of work, and MUSC payroll.
Oversee onboarding and termination of predoctoral interns; approve purchases, reimbursements, and related project expenses; and collect project revenue identified at the start of each rotation to fund the program.
Provide clinical operational analyses and reports to the Division Director, Vice Chair of Finance and Administration, and other appropriate leaders.
Ensure clinical providers and applicable Division staff meet relevant compliance and regulatory 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 existing programs and recommend operational, financial, or organizational changes in support of Division and institutional priorities.
Maintain proactive and timely communication with Division and Department leadership, escalating significant financial, operational, personnel, compliance, or other issues as needed.
Facilitate communication and coordination among Division faculty and staff, Department leadership, MUSC Physicians, MUSC Health, ICCE leadership, and other institutional stakeholders.
Identify matters with broader Department or institutional implications and communicate them to appropriate leadership.
Maintain general awareness of publicly available Division website information and notify appropriate Division and DOM Communications personnel of significant inaccuracies or needed updates.