UNIV - Program Manager I - Psychiatry: Administration Office

Job Description Summary

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.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC001040 COM PSYCH Admin Operations CC

Pay Rate Type

Salary

Pay Grade

University-07

Pay Range

57,334.00 - 81,707.00 - 106,080.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Salaried

Work Schedule: Monday-Friday, on campus until after 1 year of employment is complete.

Job Duties:

35% External Contracts and SOWs:

• 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. Totaling ~2M annually

  • Eating Disorders, Children’s Day Treatment, Revisions, Telehealth, Sickle Cell, NTM, GI, Population Health, Office of Well Being, Pain Resiliency, School of Mental Health

• 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

30% - Program Financial Analysis and Reporting:

• 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

15% - Budget Management:

• 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.

15% - Programs, Projects and Grants Management:

• 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.

5% Communication:

• Clearly and professionally communications 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 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

Preferred Experience, Knowledge and Skills:

• 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.

Additional Job Description

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

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 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 match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. (Frequent) Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

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