UNIV - Administrative Coordinator II, Finance & Administration - College of Health Professions

Medical University of South Carolina•Charleston, SC

About The Position

The Administrative Coordinator II provides comprehensive administrative, financial, and operational support for the Dean’s Office and college-wide functions. This role independently manages complex procurement, budgeting, and financial reconciliation activities; oversees hiring and human resources processes; coordinates facilities, space, and security operations; and serves as a subject matter expert for time and attendance, fixed assets, and compliance reporting. The position works closely with senior leadership, division directors, University offices, and external vendors to ensure accurate financial management, regulatory compliance, and efficient day-to-day operations across multiple departments and strategic divisions.

Requirements

A high school diploma and five years relevant experience in business management, public administration or administrative services; or a bachelor's degree and three years experience in business management, public administration or administrative services.

Responsibilities

Independently initiates and processes all MUSC and UMA procurement activities for 11 Dean’s Office divisions and two college-wide Strategic Divisions, as well as all college-wide purchases, in compliance with State Procurement Code and MUSC, UMA, and CHP policies and procedures.
Manages approximately $2.5 million in procurement expenses, including supplier invoice requests, travel and moving reimbursements, purchasing card transactions, requisitions, and other purchases.
Processes $432,000 in expenses for all CHP MUSC Foundation funds, including $68,610 in scholarships.
Enters financial data monthly and reconciles transactions with MUSC Foundation reports, ensuring accuracy, timeliness, and appropriate approvals.
Coordinates with college departments, vendors, and University offices to facilitate procurement transactions.
Serves as the departmental procurement subject matter expert by providing guidance to employees on proper procurement policies and procedures.
Manages the CHP Publix credit card by maintaining accurate records, processing payments as purchases occur, and coordinating with departments to reconcile card activity.
Prepares monthly financial reports and trend analyses as requested by the Business Manager and provides financial analysis to division directors to support budgetary decision-making.
Initiates and processes all journal entries for the Dean’s Office divisions.
Reconciles all personnel and non-personnel expenditures in OurDay for all Dean’s Office divisions, Funds Flow, the Dean’s Start-Up, the College Strategic Fund, the Department of Health Studies, and all related UMA accounts.
Research discrepancies and takes corrective action to resolve errors.
Allocates all departmental purchasing card transactions in OurDay and notifies the University Procurement P-Card Liaison of any unauthorized purchases.
Prepares UMA and MUSC deposits related to faculty practice, continuing education, and other miscellaneous activities.
Serves as the college subject matter expert for the collection, verification, and entry of financial and personnel data for a national survey in which the college participates (ASAHP).
Plans and manages the survey submission process by coordinating data compilation, collecting and verifying information, analyzing data to identify and resolve discrepancies, and submitting all required materials in accordance with established deadlines.
Independently manages the hiring process for faculty, staff, and student employees across all Dean’s Office divisions, supporting a $7 million personnel budget.
Serves as the primary liaison with the Department of Human Resources Management.
Responsible for posting positions in OurDay; monitoring and updating the status of open positions; communicating with and providing support to supervisors throughout the recruitment process; facilitating application reviews; and initiating hiring actions.
Maintains ongoing coordination with University Human Resources to ensure new hires are processed in a timely manner and ensures all required background checks, drug screenings, and additional clearances are completed prior to start dates.
Manages department-level onboarding and orientation, including building tours, introductions to faculty and staff, telephone and access requests, procurement of keys, office space, and computer equipment.
Prepares and submits all HR-related forms for faculty and staff, including fund changes, new hires, separations, and other personnel actions.
Serves as an expert resource to Dean’s Office division leaders by assisting with the development and revision of position descriptions, reclassifications, success criteria, and employee performance reviews.
Coordinates and manages all college-wide activities related to building schematics, facilities, space, and maintenance.
Serves as the subject matter expert and primary point of contact for the Dean, Assistant Dean of Finance and Administration, and all faculty and staff regarding facilities-related matters.
Facilities responsibilities include working closely with the Office of Integrated Planning and Space Management to verify University space and square footage records for funds flow financial driver purposes; ensuring work orders and maintenance requests are entered and tracked in AiM; initiating Engineering and Facilities work orders; and managing key control and property access.
Updates and maintains the University Planning Space Survey and prepares quarterly CHP building schematics, providing updated copies to the Dean, Assistant Dean of Finance and Administration, and the College Finance Manager as a reference resource.
Acts as the departmental liaison between the college and other University offices to coordinate facilities-related activities.
Ensures all CHP building policies and procedures are current and enforced, and that facilities are clean, safe, and well maintained.
Monitors vending machines for operational issues and stocking needs and notifies vendors as necessary.
Manages the college’s Annual Security Plan and serves as the primary college-wide liaison for building security.
Oversees building access for more than 800 students and 200 faculty and staff by designing, maintaining, updating, and reconciling access permissions daily.
Manages all security access groups, implements appropriate access changes, conducts annual reviews of the security plan, and ensures badge access is restricted to authorized individuals and appropriate zones based on assigned roles and responsibilities.
Works closely with the Dean’s Office Business Manager to develop and maintain MUSC and UMA annual budgets for the Department of Health Studies, 11 Dean’s Office divisions, and two college-wide Strategic Divisions.
These budgets include combined personnel and operating expenses totaling $9.25 million.
Independently monitors expenditures to ensure all purchases remain within approved budgets and proactively notifies the Business Manager of any required adjustments.
Meets regularly with division directors to review current-year budgets and facilitates budget development for the upcoming fiscal year, providing recommendations informed by historical spending trends.
Responsible for creating, maintaining, and populating budget-to-actual spreadsheets for each division to support trend analysis and financial planning.
Coordinates the maintenance and reconciliation of time, attendance, and holiday records for all employees in the Dean’s Office and the Department of Health Studies.
Provides college-wide oversight and serves as backup support for all departments.
Acts as the college subject matter expert and primary resource for time and attendance processes.
Pulls and compiles leave data for the entire college and prepares leave verifications as required.
Manages the full reconciliation process by working closely with employees and supervisors to resolve discrepancies, make necessary corrections, and ensure all leave records are accurate and compliant.
Manages Fixed Assets inventory according to MUSC and CHP policies and procedures.
Serves as the only AIMS manager college-wide for inventory.
Conducts all duties regarding fixed asset inventory annually, plans process, coordinates retrieval and verification of all information from each department and ensures accuracy of all inventories.
Fixed Asset activities include but not limited to preparing fixed assets paperwork for new purchases, maintaining the CHP inventory database, completing an annual inventory report, surplus outdated equipment and preparing University Risk Management insurance claim forms for stolen equipment.
Assists in planning and coordinating events for the Dean’s office divisions.
Events include college-wide employee engagement celebrations and other special occasions.
Ensures events are handled professionally.
Other duties as assigned.