UNIV - Administrative Coordinator II - Psychiatry: Addiction Sciences Division

Job Description Summary

Under the general supervision of the Division Administrator of the Addiction Sciences Division (ASD), the Administrative Coordinator plans, coordinates and directs business management activities associated with fiscal, grants, personnel, procurement, and supply and administrative services of the Addiction Sciences Division.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC001039 COM PSYCH Addiction Science CC

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

47,588.

- 88,047.000

Scheduled Weekly Hours

40

Work Shift

Job Description

FLSA: Exempt, Salaried

Schedule: Monday-Friday, 8:00 am - 4:30 pm

Job Duties:

35% - ASD Purchasing Manager:

• Divisional Purchasing Manager: oversees all Procurement processes. Responsible for processing purchase transactions using the MUSC Our Day system, acts as the primary ASD Business office PCard holder, and uses other acquisition techniques in support of business, administrative, and grant requirements. To provide continuity of service without disruption, acts as backup purchaser to all research groups when their primary P-Card holder is out, has reached their monthly credit limit, or during transitional periods.

• Serves as PCard divisional trainer:
  Creates training documents for divisional/university workflow and procedures as well as trains new employees in purchasing methodologies and associated entry of financial information for PCard purchases in Our Day. Collects and facilitates applications for new PCards, changes in cardholder limits, and card cancellations.

• Oversee all travel processes in the division. Including coordinating travel arrangements ensuring they are in compliance with state and MUSC guidelines, as well as preparing travel reimbursement requests for Addiction Sciences Division faculty, postdoctoral fellows, staff, visiting speakers, and guests. Provides necessary documentation and calculations for foreign currency exchange rates for international travelers.

• Responsible for overseeing all ASD invoices. This includes reviewing invoices for accuracy, distributing them to the appropriate research group for verification of charges, documenting research group approvals, subsequently paying invoices per the appropriate procurement methodology or confirming the charges internally via ISD or REQ with other MUSC departments. Creates and maintains documentation of the workflows described above and provides reports as requested.

35% - Human Resources Manager

• Manages and oversees personnel operations for faculty and staff in ASD. Approves and oversees the development of position descriptions and clinical matrices, recruitment paperwork, job postings in Our Day, and the selection of personnel for each hiring supervisor. Oversee the on-boarding and off-boarding processes within the division to ensure smooth transitions for the employee and divisional operations. Conduct orientation for new employees including an introduction to relevant policies and procedures.
  
  Updates employee information in email contacts and divisional level records. Maintains an address and emergency contact list for all divisional staff and faculty and confirms accuracy annually. Interfaces with human resources personnel at the Department, College, and University levels, and keeps faculty and staff apprised of changes in human resources policies and procedures. Provides training in administrative and management practices to supervisory staff and assists in problem solving employee issues or situations.
  
  Maintains and regularly updates electronic personnel files. Ensures employee’s compliance in completion of annual mandatory training requirements and annual vaccine documentation. Loads faculty goals and accomplishments in Interfolio and assists and trains faculty annually with self-evaluations and submitting evaluations for routing. Conducts faculty group training sessions and 1-1 as necessary to meet institutional deadlines.

• Manages and oversees the timekeeping and leave accounting systems for both the University and the MUSCP employees in ASD. This includes setting up work schedule templates for new employees as well as adjusting schedule templates for current employees as needed (following FTE changes, etc.), teaching timekeeping in Our Day to new employees, and providing training for staff in the event of system updates.
  
  Additionally, oversee staff and faculty leave changes, timekeeping issues, policies related to leave, FMLA, overtime, etc., and biweekly approval of timesheets. Ensures accuracy and validity of pay codes and entries. Serves as a delegate for the Division Director to maintain time, approve leave requests, and ensure accuracy of timekeeping for faculty. Also serves as a delegate for supervisors to act on their behalf, or to cover duties in their absence.
  
  Maintains timekeeping records of requests and corrections, log of approvals, and delegations/tracking for audit purposes.

• Supervisor to all college student…