COMPLETE UNIV - Administrative Manager II - Department of BMIC - Charleston

Job Description Summary

Under the direct supervision of the Biomedical Informatics Center (BMIC) Director this position will provide oversight of the day-to-day business and administrative operations for the Biomedical Informatics Center in the College of Medicine. This includes interacting with external clients, department administrators, leadership campus-wide, and reporting to COM leadership, Provost Office, and Vice President for Research Office of any administrative and financial upon requests. This role includes complete financial oversight which includes negotiating contracts, analyzing financial data, financial forecasting, marketing and all fiscal management, which includes various funds which consist of State, Federal, Smartstate, Foundation and MUSCP funds. This position will provide financial and administrative leadership for BMIC’s initiatives of research, education, and the provision of biomedical informatics infrastructure.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000955 COM Biomedical Informatics Center CC

Pay Rate Type

Salary

Pay Grade

University-08

Pay Range

$66,892 - $95,327 - $123,763

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Responsibilities & Duties:

20%- Center Financial Center Financial & Administration/Program Management: Responsible for the administration and management of the Center's finances to include MUSC (University), MUSCP (Practice Plan). Oversees and directs the Center's budget which includes the management of personnel and non-personnel transactions and financial reconciliation. Manages and provides oversight for BMIC’s procurement manager on all procurement activity for the Center. Serves as the Center's administrative and financial liaison and representative to various internal and external entities, as required [i.e. internal liaison with financial officers of the College of Medicine, MUHA (Hospital), MUSC (University), MUSCF (Foundation), MUSCP (Practice Plan), VA, when appropriate, with outside agencies (e.g. NIH, NSF, state and regional entities) and industry regarding budgeting and financial matters. Direct and oversee the program management of BMIC collaborative partnerships, service/recharge centers, and other business and financial interests with a goal of creating a sustainable business structure to support biomedical informatics at MUSC and across external consortium sites. Responsible for maintaining sustainable funding model(s) for BMIC service centers including defining services, resources, and fee structures to ensure high quality service delivery and operational efficiency and sustainability of the program, in collaboration with the Chief Research Information Officer. Setup and manage 7 core service centers and ensures they align with MUSC and federal policies and regulations and seek approval by MUSC Grants and Contracts Accounting.  Develop marketing and evaluation plans for each core team; track metrics to evaluate ongoing progress toward meeting goals; participate in continuous quality improvement including utilizing root cause analysis and continuous quality improvement; and provide oversight for invoicing and receivables. Responsible for contractual MOU agreements internally and externally for all service center projects and to ensure each agreement is processed and uploaded in MUSC’s software, Sympir for approval by legal. Works closely with MUSC departments seeking to contract and hire service center IT support staff to work on specific projects via MOU agreements. Administrator will work closely with GCA annually for review of recharge center reviews, audits and provide requested documentation upon request.

15%- Research administration operations: This including all financial and administrative functions for all life-of-grant issues, including, but not limited to pre-award costs, funding grant personnel, major budget revisions, cost transfers, cost shares, no-cost extensions, reporting, close-out, compliance, IRB, issues etc. Coordinates and approves administrative requests for change of personnel, change of work scope, certifications, construction, and administrative amendments. Business administrator monitor’s research budgets and make determinations on overruns, transfers, and adjustments to contract provisions.

15%- Post Awards: Provides oversight for 4 FTE Research Core Management (RCM) team, Program Manager I, 2-PCII, and PCI.

10%- Personnel/Cost allocations & Payroll accounting adjustments, & Activity Grant Reporting: Accountability for the timely creation and completion of all CA’s and PAA’s in Our day for research grant employees, students and designated faculty, staff, and post-docs with grant funding. Monitors all CA & PAA’s forms to ensure research funding for all grant-funded personnel are updated as funding changes. Responsible for maintaining effective collaborations between the BMIC director and managers and both inside COM and across campus to ensure cooperation in completing the required CA & PAA’s requests. Build pivot tables, excel workbooks to reconcile all payroll activity on personnel to ensure report is accurate. Accountable for the timely completion, certification, and submission of Quarterly Activity Reports for all BMIC personnel who are required to submit a Report.

10%- Human Resources Administration: Direct and oversee HR manager, Administrative Coordinator II with all Human Resources for BMIC including coordinating with MUSC and College of Medicine HR offices on position classification and compensation, market analysis, development and posting of position descriptions, recruitment and retention of technical and support staff, reclassifications and added duties, and disciplinary and other personnel actions. Explore and evaluate innovative solutions to recruit and retain highly skilled technical staff required to meet BMIC commitments at MUSC, statewide, and nationally. Ensure compliance with all MUSC, State and Federal regulations.

10%- Business Administration: Responsible for Compliance for the Center. This position is responsible for the business planning and implementation, which includes forecasting growth and strategic business initiatives, faculty manpower requirements, related financial proformas, and operational and business strategies. Works closely with the Center’s Director on strategic goals, planning and activities. Responsible for the development and implementation along with the Center Director of start-up and retention packages of faculty members. Oversees facilities/space management for the Center. Supervises interactions with auxiliary service areas to resolve construction, renovations, repair needs. Ensures adherence to institutional/center physical resources.

5%- Team Management/Training/Knowledge base: This position supervises, trains, mentors, and directs the activities of the administrative and research staff of BMIC of the following FTE: 1-Grant Admin I, 2-PCII, 1-PCI, 1-Program Manager I, 1-Admin Coordinator II, 2- Admin Coordinator II (8 FTEs). Ensures staff training, continuing education and professional development optimizes the performance of all team members. Develops and implements disciplinary plans and actions to ensure workload distribution is fair and equitable and that conflicts and performance issues are addressed. Maintains own knowledgebase by participating in and attending College, University, regional and national training, meetings, conferences, and webinars to keep pace with complex program issues and changes.

5%- Research Policy Liaison: Manages and interprets Federal, State, University, and grantor policies and procedures pertaining to sponsored programs. Designs and implements College policies and procedures guiding the administration of sponsored programs and ensuring compliance with all regulations. Policies and procedures include those addressing conflict of interest, state ethical violations, effort reporting, etc. Advises administrators regarding agency requirements and contract provisions.

5%- Pre-award: Provides oversight and leadership support for Grant Admin I for grant/contract preparations and applications ensuring compliance with federal, state, sponsor-specific, and MUSC regulations, policies, and procedures. Reviews and approves all grant proposals and budgets for submission to ORSP and all other sponsor agencies. These proposals include complex, multi-component, multi-disciplinary center grants and clinical trials which is supported by the RCM team. This function includes the pre-audit and assessment of proposals for potential fiscal issues to ensure allocations are allowable such as cost sharing, F&A rates, fringe rates, travel costs, personnel costs, operating expenses, etc. Additionally, pre-audit and assessment includes review for additional potential regulatory implications such as biosafety, IRB, IACUC, etc.

5%- Education Administration: Work with the director of the BDSI program in BMIC in the development and oversight of budgets for the PhD program, and continuing education. Monitors education and training related funds flow and other funding sources. Along with the director of the program, manages and provides oversight and support for the BDSI Program Coordinator.

Minimum Job Requirements:

A bachelor's degree and five years relevant experience in administrative services, public administration or business management.

Additional Job Description

Minimum Requirements: A bachelor's degree and five years relevant experience in administrative services, public administration or business management. 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 lower objects, up to 15 lbs., from height of 36 inches to floor level, 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 determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

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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