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

Overview

Job Description Summary 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.

• Entity:
  Medical University of South Carolina (MUSC - Univ)
• Worker Type:
  Employee
• Worker Sub-Type:
  Classified
• Cost Center: CC000216 CHP - Finance & Administration
• Pay Rate Type:
  Salary
• Pay Grade:
  University-06
• Pay Range: 47,588.
  
  - 88,047.000
• Scheduled Weekly
  
  Hours:
  
  40
• Work Shift:

• 30%:
  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.
• 15%:
  Reconciles all personnel and non-personnel expenditures in Our Day 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 Our Day 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.
• 15%:
  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. Maintains posting of positions in Our Day; monitors and updates the status of open positions; provides support to supervisors throughout the recruitment process; facilitates application reviews;
  
  and initiates hiring actions. Coordinates with University Human Resources to ensure timely processing and completion of background checks, drug screenings, and additional clearances prior to start dates.
• Manages department-level onboarding and…