UNIV - Program Manager I - Psychiatry: Administration Office

Medical University of South Carolina•Charleston, SC

1d•Onsite

About The Position

The Department of Psychiatry and Behavioral Sciences is seeking a Program Manager I in the Administration Office. The Program Manager I will coordinate the business management functions of programs, grants and contracts and unrestricted funds by reporting directly to the Division Administrators for the Child and Adolescent, Forensics and Sleep Divisions and has a matrix reporting relationship with the Department Finance and Research Administrators.

Requirements

A bachelor's degree and three years relevant program experience.

Nice To Haves

Proficiency in Microsoft Excel; experience with enterprise financial systems (e.g., WorkDay and Adaptive) is a plus.
Strong analytical skills with the ability to interpret complex financial data, identify trends, and develop actionable insights.
Demonstrated ability to prioritize tasks, meet deadlines, and work independently in a fast-paced environment.

Responsibilities

Manage Department of Psychiatry assigned external clinical contracts, programs and projects to assess new requests, financial performance and operational effectiveness.
Responsible for adding contracts to SIMPLR and monitoring timely progress through the legal department.
Oversee and monitor contract(s) to ensure payments, renewals, extensions or terminations are processed timely initially to include the following: Child & Adolescent and Rex Contracts: Broadstep, New Hope, Winwood Farms, DDSN, Collaborative Care totaling 1.5M Forensics Contracts (19 current contracts): Berkeley County, Charleston County, Dorchester Mental Health Center, Consolidated Dispatch, CPD, JIPSD, IOPFD, SCAG, SCDC, SCDJJ, SCDMH, Surfside Beach, Summerville PD, etc totaling 2M
Manage Department of Psychiatry assigned Statements of Work (SOWs) to assess new requests, financial performance and operational effectiveness.
Partner with Division Administrators to review financial viability of new requests for services and prepare proposals/contracts
Prepare monthly scorecards with key performance indicators on external partnerships
Reconcile monthly the financials of programs to ensure services are paid timely
Leads, prepares and manages the Child & Adolescent, Autism (Rex), and Sleep & Anxiety Psychiatry Divisions totaling 7.6M million MUCU, MUSCP unrestricted accounts and $1.8M million restricted annual budget
Utilize OurDay reporting tools to conduct in-depth financial analysis to assess assigned division's financial performance, identify trends, and forecast future financial outcomes.
Utilize OurDay reporting tools to prepare regular financial reports, including budget variance analysis, revenue projections, and expenditure tracking, to support decision-making by division leadership and faculty.
Prepares and manages the Divisions cFTE file for 60+ faculty and APP/LISWs as required by the College of Medicine.
Prepares and manages the Divisions wRVU Tracker with timely adjustments for additions, departures, and changes in buydowns.
Manages the faculty at risk salary plan for all divisional faculty.
Support division leadership in long-term financial planning, including revenue forecasting, expense projections, and resource allocation strategies to support divisional growth and sustainability by utilizing budgeting software.
Assist in the development of financial models and scenarios to evaluate the financial impact of various initiatives, projects, and strategic plans
Collaborates with the Division Administrator’s to identify opportunities for process improvements and efficiency enhancements in financial operations, systems, and procedures within the divisions
Timely completes monthly OurDay financial management checklist in partnership with Division Administrators.
Work closely with the leadership of assigned divisions to develop, monitor, and manage annual operating budgets, ensuring alignment with strategic priorities and resource allocation.
Provide guidance and support to division administrators and faculty regarding budgetary matters, including expense tracking, budget reallocations, and cost-saving opportunities.
Complete and coordinate financial reports including: quarterly effort/activity reports, quarterly PI reports, and monthly budget-to-actual reports.
Oversees the personnel effort and funding for faculty, staff, research grant staff, post docs, and temporary employees in assigned Divisions.
Utilize OurDay reporting tools to manage all programs, projects and grants to include preparation of budgets, data collection, and routing of documents.
Coordinate with the principal investigator's, Office of Clinical Research, Clinical Trials and Innovations Sciences, Program leadership team, sponsors and Office of Research and Sponsored Programs, Grants and Contracts Accounting to assure reports are completed and distributed appropriately.
Prepare monthly financial reports to PI and Department Leadership.
Processes amendments as needed.
Monitor and resolve cash deficits.
Tracks specific commitments made by Department Leadership to ensure knowledge of operational spending vs discretionary spending.
Develop solutions and owns implementation of solutions for grant management.
Timely notification of important issues to Department Leadership.
Works closely with GCA on timely close out of sponsored projects.
Proactively manages funds to prevent overspending and develops strategies to ensure faculty and staff salaries are appropriately encumbered on the proper programs, grants and projects.
Responsible for ensuring all activities are in compliance with Federal, State, and Institutional policies and award specific regulations and requirements.
Anticipates problems, and proactively puts measures in place to proactively prevent problematic issues.
Clearly and professionally communications program matters with diverse stakeholders and communicate financial information clearly and concisely.
Adapt communication style to suit different audiences, from technical finance teams to non-financial staff.
Provide timely responses to inquiries via email, meetings, and other business communication channels.
Maintain confidentiality while conveying sensitive financial information.
Presents high level overview and detailed financial data, including variance explanations of al programs at monthly meeting with Leadership.
Prepares for and participates in faculty meetings
Meets routinely with program faculty and grant PI’s to review status of contracts, grants and other sponsored agreements