UNIV - Administrative Manager II, Finance & Administration - College of Health Professions

Medical University of South Carolina • Charleston, SC

3d

About The Position

Position reports to the College Financial Manager for the College of Health Professions (CHP) and the Chair of the Department of Clinical Sciences. This position is responsible for all financial analysis needs that may arise for management to use in the decision-making processes. This position directs and manages the budgetary, Human Resources, and administrative activities for the Department of Clinical Sciences which has 7 academic divisions, 40 faculty, 12 staff, and 37 temporary employees. The department has a budget of approximately $13,000,000. Position directly supervises a Procurement Specialist I, an Administrative Coordinator II, and an Administrative Coordinator I. In addition to managing this department, this position is expected to participate in and contribute to several College-wide activities.

Requirements

• A bachelor's degree with accounting courses and four years professional experience in a related area such as accounting, auditing, banking or finance.
• A bachelor's degree and four years relevant experience in business management, accounting, and finance.
• Must be proficient with computers and related software including Microsoft Office.
• Must have advanced knowledge of Microsoft Excel.
• Knowledge of principles, practices, theories and terminology of accounting, auditing, budgeting and financial management.
• Knowledge of personnel procedures, practice, and policies.
• Knowledge of Federal, State and MUSC policies, rules, regulations, requirements, and procedures which pertain to business and financial management.
• Ability to perform financial statement analysis; proficiency with mathematical concepts.
• Ability to interpret and analyze financial data records and reports.
• Ability to establish and maintain effective working relationships.
• Ability to plan, organize and supervise the work of subordinate personnel.
• Ability to communicate effectively with diverse groups of people.
• Must be able to make decisions independently, using sound judgment, be a self-motivated, and a flexible individual with the ability to work in a fast paced environment with frequently changing priorities.
• A bachelor's degree and five years relevant experience in administrative services, public administration or business management.

Responsibilities

• Financial Management: Manages and monitors large and complex Divisional budgets of over $13M. Supervises the fiscal management of financial resources for the Divisions and the Department, including financial planning, budgeting, and accounting functions. Has decision-making authority and must exercise independent judgment to facilitate the optimal uses of Division and Departmental resources. Supervises and coordinates the preparation and maintenance of all fiscal records including expenditures, encumbrances, commitments and projected needs. Ensures visibility of all expenses and revenue is maintained within each division. Serves as a resource to the Chair, Division Directors, faculty, and staff on matters relating to indirect revenue projections, projected cost-sharing activities, interdepartmental and intradepartmental transfers of funds, programmatic accreditation activities, activity reporting, and continuing education. Works with Division Directors and Chair to identify upcoming fiscal year resource needs, growth expectations, faculty recruitment, and other issues that would affect the coming fiscal year. Directs all procurement activities to ensure compliance with State procurement policies and procedures by managing process and approving all Departmental expenditures. Monitors cash balances as well as verifies accuracy of Accounts Receivable, ensuring timely receipt of all invoices. Prepares and maintains regular financial reports which are provided to the Division Directors, the Chair, and the Dean’s office. Proposes, implements, and updates policies at the Departmental level to ensure procedures and documentation are current to keep in line with compliance guidelines.
• Financial Analysis: Provide in-depth financial analysis of departmental finances and assist with developing develops proposals and financial budgets for strategic initiatives. Provide financial analysis and makes recommendations of financial activities to Division Directors and Chair to assist with making executive decisions for new academic or clinical endeavors. Serves on College wide committees to help shape or re-define processes and policy (such as Strategic planning committee, Academic Leadership Team, Faculty Practice Committee, Space Planning Committee, etc). Belongs to Departmental leadership group along with Division Directors and Chair.
• Faculty Practice: Oversees the negotiations and preparations of faculty practice contracts, contractual service agreements and Memorandums of Understanding for the Department and Divisions in conjunction with for review and approval by the Chair, Division Directors, and Dean’s Office. Tracks contractual service agreements and manages payment and billing process. Ensures clinical providers meet compliance and regulatory requirements with credentialing and state licensures prior to clinic rotation. Manages renewal of all faculty practice contracts and analyzes and recommends action to the Division Directors and Chair for individual faculty practice opportunities concerning billing activities and makes suggestions for how to include and implement faculty practice with current faculty using various scenarios. Interfaces with MUHA/MUSC/external clinics to ensure contractual arrangements are being met. Tracks and provides detailed summary of clinical revenues. Oversees the collection and post collection allocation of clinical revenues and verifies accuracy of overhead charges and tax assessments.
• Human Resource Management: Manages all personnel operations for the Department which houses approximately 90 employees (faculty, staff, temporaries). Manages the recruiting and hiring process for faculty and staff and acts as a liaison with the Department of Human Resources Management. Approves all OurDay HR forms for faculty, staff, post-docs and temporary grant employees. Monitors all HR forms to ensure funding for faculty and staff, which requires interfacing with outside Colleges, Departments and business managers to maintain continuous support especially relating to grants, contracts, and Dual Employment. Coordinates the recruitment, hiring, appraisals and separations for all department faculty and staff as well as recruitment, hiring, and staff appraisals for the Student Services team which reports to the Associate Dean for Student Affairs. Prepares position descriptions, reclassifications, and annual evaluations for direct reports. Provides assistance to the Chair and Team Leaders in writing position descriptions, reclassifications, and annual evaluations for Departmental Staff. Oversees the creation of Faculty Contracts for the Department including compensation planning, budgeting and calculations. Verify that compensation agreements are accurately reflected and that necessary contract provisions are included. Oversee faculty compensation for Dual Employment to ensure compliance with HR requirements. Arranges for funding support for all Dual Employment and Inter/Intra Departmental Teaching support. Directly supervises the Procurement Specialist and HR Manager positions.
• Project Management: Manages multiple MUSC Foundation accounts (MUSCF) which are not reflected in standard Departmental budgetary management figures. Works with Program Directors to pursue student housing arrangements for clinical rotations, including investigating options and implementing processes. Manages the Physician Assistant preceptor process for internal and external preceptors, including working with MUSC Executive leadership, MUSC legal, College leadership, and other Departmental leaders to devise approaches, create contracts, determine payment mechanisms, and track preceptor financials.
• Leadership Contact: Serves as liaison between the Department of Clinical Sciences and the College of Health Professions Finance and Administration Division in the Dean’s Office. Belongs to Departmental leadership group along with Division Directors and Chair. Communicates effectively with College Leadership, Departmental faculty/staff, MUSC, MUHA, and MUSCF leadership, and external constituents. Serves as the point of contact for the Department across various areas such as budget, Accounts Payable, Systems Accounting, Procurement, Payroll, Fixed Assets, Facilities, Human Resources Management, Office of Enrollment Management, Business Services, University Compliance, etc. to ensure successful departmental operation. Manages facilities for CHP B. Interfaces with housekeeping, and facilities and engineering to ensure upkeep of facilities. Identifies areas for improvement and works with Facilities to implement upgrades and updates to resolve aesthetic and/or engineering issues within the building.

What This Job Offers

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