UNIV - Finance Manager - Department of Medicine: Divisions of Cardiology & Endocrinology

Job Description Summary

Manages all financial aspects of the Division of Cardiology. Reports to the Division Administrator of Cardiology and in a matrix reporting relationship to the Division Director of Cardiology and the Vice Chair of Finance and Administration. Manages financial aspects of unrestricted and restricted financial activity in the Division of Endocrinology. Serves as a Department of Medicine leader in the maintenance of custom reports tracking key financial KPIs.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000966 COM DOM CARD General CC

Pay Rate Type

Salary

Pay Grade

University-GEN11

Pay Range

66,400.00 - 92,900.00 - 119,500.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

35% - Financial Management – Division of Cardiology

• Supports the preparation of the entire Cardiology Division’s annual $38 million operating budget (University and MUSCP) and $7.5 million research budget, which includes monthly budget-to-actual reporting, accrual management, and personnel costing allocation changes.

• Responsible for the budget preparation, management, and analysis to support the Division of Cardiology. Prepares and monitors the budget process for the Division, analyzes past and current data on a continuous basis, and makes recommendations for corrective actions as needed. Ensures that all budget deadlines set by Division, Department, COM, and health system are met.

• Manages all accounting and financial reporting of University, MUSCP, and MUSCF accounts for the Cardiology Division in the Department of Medicine, including detailed reporting and analysis to the Heart and Vascular Board of all contributions and expenditures.

• Supports the faculty at-risk salary plan and quarterly payout process for all divisional faculty.

• Prepares and manages regular reporting of over 50 MUSC Foundation funds within the Division (in excess of $34 million), including fund balances and anticipated revenues and expenses/commitments, to support decision making. Scope includes faculty start-up packages, endowed chairs, and other expendable accounts.

• Prepares check requests to the MUSC Foundation for any budgeted transfers to the Division or other external payments as needed, and ensures that all uses of MUSCF funds are in line with fund purpose. Collaborates with Division Administrator and other DOM/COM leadership on fund processing procedures.

• Prepares and manages the Cardiology Division’s cFTE database as required by the College of Medicine.

• Supports the preparation of the Cardiology Division’s wRVU Tracker with timely adjustments for additions, departures, and changes in buydowns in Cardiology.

• Monitors annual distribution and use of faculty professional development funds. 

• Monitors and resolves cash deficits and beginning fund balances proactively.

• Assists Division Administrator with financial review and routing of any contracts or legal agreements involving the Division of Cardiology, including but not limited to wage bonus agreements, contracts with external parties, and other agreements via MUSC legal processes.

• Manages the invoicing of any clinical call agreements with internal MUSC and external parties, and ensures that all physicians are paid appropriately for call taken.

• Manages the one-time payment process for all advanced practice providers (APPs) and faculty within the Division.

• Supports the Division of Cardiology and Department of Medicine’s monthly financial checklist process, ensuring that all tasks are handled appropriately and on-time. Ensures that all coverage models in the Division are reconciled appropriately with the COM and health system.

• Actively participates in monthly budget to actual meetings with the Vice Chair of Finance and Administration, Department Finance Manager, Division Director and Division Administrator. 

• Responsibilities include strong understanding of all revenue streams and expenses per MUSC Clinical Funds Flow plan.

• Provides analytical financial reporting for Department leadership to make executive decisions. 

• Proactively anticipates problems, uses resources to problem-solve, and proactively puts measures in place to proactively prevent problematic issues.

 

20% - Human Resources & Faculty Affairs – Division of Cardiology 

• Coordinate the financial aspects, in partnership with the Division Director, Division Administrator and Department HR leadership, of over 170 faculty, staff, and trainees.

• Oversees the personnel effort and funding for faculty, staff, research grant staff, post docs, and temporary employees in the Cardiology Division. 

• Prepare and coordinate all financial aspects of personnel actions (posting vacant positions, hiring new staff, position descriptions), and assists Division Administrator with HR onboarding processes and procedures for new faculty and staff.

• Assists with the payroll or RSI stipend processes for any Graduate Research Assistants in the Division, and collaborates with the College of Graduate Studies to ensure all payments are made timely and are funded from correct sources.

• Works closely with Department Leadership and Grant and Finance colleagues to proactively submit cost allocations, ASWs, and payroll accounting adjustments in OurDay as needed, while ensuring accurate accounting of research effort and adherence to divisional funds flow plan. 

• Supports the annual faculty evaluation and contracting processes, along with compensation planning and calculations.

• Collaborates with Departmental and University Human Resources staff on ongoing initiatives and projects as needed.

• Coordinates quarterly effort reporting process ensuring compliance with Federal, State, Institutional, and agency specific guidelines.  

 

20% - Research and Grant Management – Division of Cardiology

• Coordinates the clinical trial and pre-award grant preparation for the Division’s ~$7.5M research portfolio (over 110 active grants and clinical trials). Responsibilities to include preparation of budgets, data collection, and routing of documents. 

• Post award financial management of grants to include accounting and reporting of personnel and non-personnel transactions, monitoring spending, forecasting, and preparing financial reports. 

• Coordinates with the principal investigators, Office of Clinical Research, Program leadership team, sponsors and Office of Research and Sponsored Programs, Grants and Contracts Accounting to assure reports are completed and distributed appropriately. Reviews and responses to any requests from faculty, GCA, ORSP, Pre-Award or other stakeholders. Processes amendments as needed. 

• Tracks specific commitments made by Department Leadership to ensure knowledge of operational spending vs discretionary spending. 

• Develops, performs complex analysis and timely prepares and distributes of PI Reports to all funded researchers in the Cardiology Division. Develops solutions and owns implementation of solutions for grant management. Timely notification of important issues to Department Leadership. 

• Schedules and holds meetings with PIs to review reports and manage follow-ups on a regular basis (at least quarterly).

• Reviews and approves requests in Cayuse for any new proposals or awards.

• Works closely with GCA on timely close out of sponsored projects. 

• Collaborates with departmental clinical trial colleagues with post award administration for corporate clinical trials for the Cardiology Division. 

• Collaborative management of funds, with the clinical trial team, and efforts to prevent overspending, and develops strategies to ensure faculty and staff salaries are appropriately encumbered on clinical trials.

• Provides resolution for any cost over-runs, variances, assure compliance and provide regular financial reports to principal investigators and Division Administrator. Follow up and resolve any discrepancies

• Maintains all incoming payments, including but not limited to: preparing ACH Wire and Check Deposit forms to ensure that the funds hit the correct accounts; reviewing the unclaimed cash report and completes the necessary forms to claim the funds earned by the program; communicating with sponsors to secure supporting documentation, if needed;

• Responsible for ensuring all activities are in compliance with Federal, State, and Institutional policies and award specific regulations and requirements. 

• Provides analytical financial reporting for Department leadership to make executive decisions. 

• Anticipates problems, and proactively puts measures in place to proactively prevent problematic issues.

 

15% - Financial and Grant Management – Division of Endocrinology

• Supports the preparation of the entire Endocrinology Division’s annual $12.5 million operating budget (University and MUSCP) and $3 million research budget, which includes monthly budget-to-actual reporting, accrual management, and personnel costing allocation changes.

• Manages all accounting and financial reporting of University and MUSCP, and MUSCF accounts for the Endocrinology Division in the Department of Medicine.

• Prepares and manages regular reporting of over MUSC Foundation funds within the Division of Endocrinology, including fund balances and anticipated revenues and expenses/commitments, to support decision making. Scope includes faculty start-up packages, endowed chairs, and other expendable accounts.

• Prepares and manages the Endocrinology Division’s cFTE database as required by the College of Medicine.

• Supports the preparation of the Endocrinology Division’s wRVU Tracker with timely adjustments for additions, departures, and changes in buydowns.

• Actively participates in monthly budget to actual meetings with the Vice Chair of Finance and Administration, Department Finance Manager, Division Director and Division Administrator. 

• Coordinates the clinical trial and pre-award grant preparation for the Division’s ~$3M research portfolio. Responsibilities to include preparation of budgets, data collection, and routing of documents. 

• Coordinates with the principal investigators, Office of Clinical Research, Program leadership team, sponsors and Office of Research and Sponsored Programs, Grants and Contracts Accounting to assure reports are completed and distributed appropriately. 

• Monitors and resolves cash deficits and beginning fund balances proactively. Tracks specific commitments made by Department Leadership to ensure knowledge of operational spending vs discretionary spending. 

• Develops, performs complex analysis and timely prepares and distributes of PI Reports to all funded researchers in the Cardiology Division. Develops 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. 

• Collaborates with departmental clinical trial colleagues with post award administration for corporate clinical trials for the Endocrinology Division. 

• Collaborative management of funds, with the clinical trial team, and efforts to prevent overspending, and develops strategies to ensure faculty and staff salaries are appropriately encumbered on clinical trials.

• Post award financial management of grants to include accounting and reporting of personnel and non-personnel transactions, monitoring spending, forecasting, and preparing financial reports. 

• Provides resolution for any cost over-runs, variances, assure compliance and provide regular financial reports to principal investigators and Division Administrator. Follow up and resolve any discrepancies.

 

5% -  Financial Reporting & Analytics – Department of Medicine 

• Responsible for the preparation and management of custom financial reports for standardized use across all Divisions within the Department.

• Responsible for updating and distributing the Department of Medicine’s Work RVU (wRVU) Tracker report on a monthly basis. Manages process of completing report, which includes pulling actual wRVUs from MUSC analytics tools, ensuring monthly targets are accurate, distributing the report to Department leadership for review, and sending final version of tracker to key Department leadership.

• Responsible for updating and distributing the Department of Medicine’s Key Trends report on a monthly basis. Manages process of completing report, which includes pulling actual financial, HR, and patient access data from MUSC tools, ensuring report is complete, distributing the report to Department leadership for review, and sending final version of report to key Department leadership.

• Ensures that reports include most relevant data to support decision making by senior leadership in Divisions/Departments.

• Analyzes current data being used in reports on a continuous basis.

• Makes recommendations for corrective actions or report improvements as needed, and improve reports as requested by Division or Department leadership.

 

5% - Communication & Other Duties

• Clearly and professionally communicates program matters with diverse stakeholders and communicate financial information clearly and concisely. Verbal communication skills are professional. 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 all programs, at monthly meetings with leadership.

• Prepares for and participates in faculty meetings.

• Other duties as assigned by Department of Medicine Administration to support initiatives in the Department.

Additional Job Description

Minimum Requirements: A bachelor's degree with accounting courses and five years professional experience in a related area such as accounting, auditing, banking or finance.

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 in confined/cramped spaces. (Infrequent) Ability to bend at the waist. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Continuous) 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. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Continuous) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to hear and/or understand conversations. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Continuous)

Additional New Requirements: Computer literacy.

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.

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