UNIV - Asset Accounting and Surplus Manager

Medical University of South Carolina • London, SC

19d

About The Position

The Asset Accounting and Surplus Manager is responsible for managing and coordinating all aspects of the University’s capital asset lifecycle, including capitalization, asset tagging, surplus property operations, annual equipment inventory, and the financial reporting of capital assets and depreciation. The position directs and supervises the review of University purchase documentation to ensure accurate capitalization and asset eligibility, oversees Surplus Warehouse operations to ensure the proper receipt, storage, redistribution, repurposing, and disposal of surplus and obsolete equipment, and ensures compliance with applicable State laws, University policies, safety standards, and accounting requirements. The role oversees capital asset data integrity within the Workday and AIM Asset Management Systems, supervises asset data entry and approvals for Major Moveable Equipment (MME), construction projects, donations, trade-ins, transfers, and retirements, and performs subledger-to-ledger reconciliations. The position prepares and maintains capital asset and accumulated depreciation roll-forward schedules, records and reviews journal entries, and supports interim, quarterly, and annual financial reporting, audits, and other management reporting needs. In addition, the role directs the University’s annual inventory process, provides training and guidance to departmental staff, resolves inventory discrepancies, reports compliance matters to senior management, administers the Employee Performance Management System (EPMS) for assigned staff, and supports operational continuity through cross-training and other duties as required.

Requirements

• CPA, Bachelor’s degree with accounting coursework (or equivalent combination of education and experience).
• 5+ years of professional experience in accounting, auditing, banking, or finance.
• 3+ years of construction/capital projects experience; university or public-sector experience preferred.
• Public-sector/university fund accounting experience; strong knowledge of GAAP/GASB (incl. GASB 34/35, 87/96) and CIP, debt, and lease accounting.
• Experience with Workday (or similar ERP) and with State cash draw and bond/debt processes.
• Advanced proficiency in Excel and data/reporting tools; strong audit readiness and internal control orientation.
• Computer literacy.

Responsibilities

• Employee Performance Management System (EPMS) Administration Ensure the EPMS process is administered consistently, equitably, and in full compliance with applicable State and University policies, including the completion of planning and evaluation stages within established timelines and documentation standards
• Directs and supervises the review of all University purchase documentation to ensure accurate capitalization and inclusion in the asset management system. This responsibility includes oversight of capital equipment acquisitions with a unit cost of $5,000 or greater, assignment of asset tag numbers, review of exception and outstanding purchase order reports, coordination of equipment tagging, and determination of asset eligibility in accordance with university policies and accounting standards.
• Oversees Surplus Warehouse operations, including the receipt, storage, redistribution, and proper disposal of surplus and obsolete equipment. Ensures all surplus activities are conducted in compliance with applicable State and local policy guidelines, safety standards, and record‑keeping requirements. Key Functions May Include: Coordinating the timely receipt and secure storage of surplus property. Managing the proper disposal or redistribution of obsolete and unusable equipment Ensuring compliance with State and local regulations governing surplus property and disposal Maintaining warehouse organization and operational readiness. Managing the request to repurpose surplus items prior to their disposal.
• Directs and supervises the University’s annual inventory process for major moveable equipment, including planning and coordination of inventory activities, providing training sessions to departmental personnel, distributing inventory reports and system updates, and conducting follow‑up research to resolve discrepancies. Ensure inventory activities comply with applicable State laws, University policies, and regulatory requirements, and is accountable to senior management for all inventory‑related compliance matters. Key Functions May Include: Coordinating annual inventory schedules and communications Training departmental staff in inventory procedures and system requirements Distributing inventory reports and monitoring completion status Researching, reconciling, and resolving inventory discrepancies Reporting compliance issues and inventory results to senior management
• Provides management capital asset and accumulated depreciation roll forward schedule, which includes entry of all information by all 21 ledger account codes for Medical University Investment Plant funds (MUIP) by journal entries, for adds, adjustments, transfers, retirements and depreciation expenses. The information must reconcile and roll forward to the general ledger to complete the Capital asset activity for the yearly financial statement. Key Functions May Include: Preparing monthly and annual capital asset roll‑forward schedules Recording and reviewing journal entries related to capital asset activity Ensuring proper classification by ledger account codes Reconciling capital asset records to the general ledger Supporting year‑end financial statement preparation and audit requests
• Supervises the timely detailed input for investment in Plant MME, projects, donations, trade-ins, and changes in WorkDay and AIM Asset Management Systems. Approve all MME addition/retirement reversals in WorkDay and AIM. Responsible for running reports and reconciliation to the WorkDay subledger system for adds, adjustments, and retirements. Supervises the process of retirements and transfer approvals of equipment in the WorkDay and AIM systems and Surplus Warehouse module. Key Functions May Include: Supervising asset data entry and maintenance in the WorkDay & AIM system Reviewing and approving MME additions, retirements, and reversal transactions Running standard asset and reconciliation reports Reconciling WorkDay subledger asset balances to general ledger balances Overseeing asset retirement and transfer workflows, including Surplus Warehouse coordination Supporting interim, year‑end, insurance, budget, forecast, and grant‑related financial reporting
• Other Duties and Cross-Training Perform additional work assignments as needed to support unit operations and participate in cross-training activities to ensure continuity of operations and adequate staff coverage.

What This Job Offers

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