UNIV - Administrative Manager I - College of Graduate Studies

Job Description Summary

The Band 7 Admin Manager I is responsible for overseeing various financial and administrative operations within the College of Graduate Studies. This role includes managing procurement and accounts payable, providing support for college tuition services, overseeing college finance management, supporting grant financial activities, managing faculty teaching compensation, and handling space, security, and asset management.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000947 CGS DO Administration

Pay Rate Type

Salary

Pay Grade

University-07

Pay Range

56,210.00 - 80,105.00 - 104,000.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Position Summary:  

The Band 7 Admin Manager I is responsible for overseeing various financial and administrative operations within the College of Graduate Studies. This role includes managing procurement and accounts payable, providing support for college tuition services, overseeing college finance management, supporting grant financial activities, managing faculty teaching compensation, and handling space, security, and asset management.

Reports To: Director of Finance and Administration

Dotted line to:  Assistant Dean of Finance and Administration

Preferred Experience and Qualifications:  Experience with WorkDay, procurement and Accounts Payable. Familiarity with University policies and procedures.  

Position Duties:

25% Procurement & Accounts Payable

Handles all procurement for the College.  Processes procurement transactions in OurDay; serves as the primary PCard holder for the organization and manages items with terms and conditions requiring routing through Symplr. Is the subject matter expert with procurement and AP related activities, oversees general ledger entries to ensure transactions are recorded to the correct spend categories; identifies and corrects as needed. 

Tracks and replenishes College supplies and inventory.  Sets up travel for students, faculty, staff, and guests and processes associated reimbursements and honoraria.  Serves as the program manager for the Dean’s student travel policy, processes journals for approved travel and tracks/reports out on a quarterly basis. Prepares RSIs for student stipends, under the guidance of the Director of Finance and Administration.   

25% College Finance & Admin Management

Reconciles income statements monthly and logs details into a budget to actual file; flags and/or makes accounting corrections where needed.  Ensures all revenue generating or cost recovery activities in the College are set up correctly and all revenue/cost recovery is allocated appropriately and completely.  Creates journal entries for internal transfers, working with other University offices to gather FDM information.  Sets up ISD and invoices for payment. 

Provides financial reporting for all College programs, cost centers, and grants regularly, and conducts special analyses when requested. 

Works with the College Registrar to keep a comprehensive file in CGS student files of all compliance documents for student taxes and stipends and submits appropriately when required by transactions. Provides guidance to CGS academic coordinators on student health insurance, stipends, and taxation details.

Serves as the CGS liaison to finance related offices across campus.  Participates in College-wide groups keeping up to date on all finance-related topics and communicates updates to the CGS office regularly. Participates in University level financial meetings and reports back as necessary.

Serves as the back-up approver for a variety of OurDay transactions.  Provides financial administrative assistance on projects as needed.

Monitors and liaisons the CGS Finance (CGSFinSupport) and CGS student travel email accounts.

15% College Tuition Support

Audits tuition billing and sponsorship process bi-annually to identify potential issues, providing root cause and corrective action analyses to College leadership. Reconciles tuition revenue each semester and reports discrepancies and course of action needed to the Director of Finance and Administration.

Completes the tuition remission process at the conclusion of each semester in partnership with the College of Medicine.

15% College Grant Financial Support

Processes transactions for grant related activity falling under the College, reviews and logs grant BTAs monthly to ensure actuals are tracking properly for each award budget.  Processes cost transfers on grants, sets up recurring supplier invoices for training grant related student stipends.  Works with academic coordinators to collect appropriate documentation required for training grant related activities.  Assists with close-out and reporting information for all grants with the Director of Finance and Administration at grant term end.

10% Faculty Teaching Compensation

Keeps master list of faculty teaching assignments and administrative roles within CGS.  Tracks all MOUs for teaching and administrative leadership efforts, ensuring proper documentation is in place and executed for each assignment.  Schedules and processes compensation disbursements for faculty teaching efforts for each academic semester.  Makes recommendations to academic coordinators as to the best method of payment to apply.   

5% Space, Security, and Asset Management

Manages College wide space and security needs. Tracks keys assigned to CGS staff, faculty, students, etc. and ensures appropriate actions are taken to maintain security for the space; mitigates security risks when needed.  Collaborates with facilities, engineering, housekeeping, public safety, and the lock shop on service level needs and CGS initiatives.  Functions as the project manager on any CGS related engineering, facilities, and construction activities.

Ensure that all assets owned by the College are properly accounted for and secured. 

Additional Job Description

Minimum Requirements: A bachelor's degree and four years relevant experience in administrative services, public administration or business management.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees