Job Description Summary
This position reports directly to the Department of Clinical Sciences Business Administrator in the College of Health Professions. This position is responsible for conducting procurement and fixed assets activities for the Department of Clinical Sciences
Entity
Medical University of South Carolina (MUSC - Univ)
Worker Type
Employee
Worker Sub-Type
Classified
Cost Center
CC000205 CHP - Clinical Admin
Pay Rate Type
Hourly
Pay Grade
University-05
Pay Range
38,985.00 - 55,559.50 - 72,134.000
Scheduled Weekly Hours
40
Work Shift
Job Description
This position reports directly to the Department of Clinical Sciences Business Administrator in the College of Health Professions. This position is responsible for conducting procurement and fixed assets activities for the Department of Clinical Sciences.
30% PROCUREMENT Manage financial transactions, balance and reconcile procurement/expense, revenue, and verify accounting documents. Serves as the departmental subject matter expert by guiding the departmental employees regarding proper procurement procedures. Analyzes University and state regulations and restrictions to determine best practices for submitting all procurement requests. Creates and processes procurement, dual employment, and UMA (University Medical Associates) check request transactions for the Department of Clinical Sciences following the State Procurement Code, Medical University of South Carolina, UMA, Foundation for Research Development, and College of Health Professions regulations. Uses comprehensive to propose departmental changes to improve the accuracy and functionality of purchasing and vendor management within the Department of Clinical Sciences. Assists professional staff in implementing financial procedural changes, determining fund sources, and ensuring fund availability. Anticipates problems, and proactively puts measures in place to proactively prevent problematic issues. Reviews department financial documents, including credit card purchases, purchase requisitions, and travel requisitions, prepared by other administrative staff for accuracy of UDAK numbers, account numbers, and arithmetic functions. Coordinates with other college departments, vendors, and the University departments to complete procurement transactions.
20% PRECEPTORS/CONTRACT MANAGEMENT Manages and creates requisitions for up to 100 preceptor sites reflecting varying payment distribution levels and calculations totaling over $500k each fiscal year. Ensures accuracy of all documentation prior to submission for payment, including but not limited to contact information and payment amount based on completed compensation contracts. Produces purchase orders every two rotations for all preceptors or clinical sites receiving compensation. Partners effectively and communicates efficiently with accounts payable, the Clinical Coordinator and the Clinical Education Manager to ensure accuracy and timely submission of all documentation.
20% CASH MANAGEMENT Facilitate processing of revenue and deposits. Manages relationships with financial service providers, vendors, and other external partners. Coordinates, posts, reviews, and maintains fiscal records such as Supplier Invoice Requests, Internal Service Deliveries, Expense Reports, and Customer Invoice deposits in OurDay for both MUSC and UMA accounts. Identify and communicate effectively with leadership to mitigate any issues related to invoices, payments, and other discrepancies. Allocates departmental purchasing card transactions for about 75 hourly and salary employees within the Department of Clinic Sciences in WORKS and notifies the University Procurement P-Card Liaison of any unauthorized purchases. Prepares FRD, UMA and MUSC deposits from faculty practice, continuing education, and other miscellaneous activities.
15% SPECIAL ACTIVITIES/OTHER Work closely with the account payable manager and University Procurement Buyer to identify opportunities for process improvement, enhancing efficiency, and reducing costs. Provides guidance and training for those within the department responsible for submitting expense reports and procurement transactions for UMA and MUSC cost centers. Serves as the backup to the HR Manager for the maintenance and reconciliation of time, attendance, and holiday records for all employees of the Department of Clinical Sciences. Undertakes special projects as assigned.
15% FACILITIES Works with the College Facility Coordinator to perform departmental activities associated with facilities, space, and maintenance. Coordinates and communicates with facilities and housekeeping management to ensure that the appearance of the College of Health Professions Building B is within regulation and up to standard and code according to state and enterprise laws. Responsible for initiating Engineering and Facilities work orders. Designated representative for key control for security of property and asset management of CHP Building B and administers and updates building schematics for the Department of Clinical Sciences.
5% FIXED ASSET MANAGEMENT Prepares and submits the fixed asset paperwork for new purchases, maintains the CHP inventory database completing an annual inventory report for over 70 items valuing around $2,000,000 in equipment and assets. Composes the University Risk Management insurance claim forms for stolen equipment. Monitors and assigns Fixed Asset inventory according to MUSC and CHP policies and procedures. Submits the required corrections, additions, deletions and surplus of outdated equipment.
Additional Job Description
Minimum Requirements: A high school diploma and three years of procurement or contracts experience. A bachelor's degree and one year of procurement or contracts 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 climb stairs. (Infrequent) Ability to climb ladders. (Infrequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Continuous) Ability to work from elevated areas. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Infrequent) Ability to twist at the waist. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Possess good grip strength. Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to fully use both legs. (Continuous) Ability to reach in all directions. (Continuous) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to maintain good olfactory sensory function. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Frequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Frequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Frequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Frequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (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 maintain hearing acuity, with correction. (Continuous) Ability to hear and understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Ability to work in dusty areas. (Infrequent) Ability to be qualified physically (by medical personnel) for respirator use, initially and annually. Ability to use hand/power tools. (Frequent) Additional New Requirements: Ability to obtain and maintain a valid drivers license. Computer literacy. Ability to work overtime as required.
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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