UNIV - Administrative Coordinator II - Neurology - Finance

Job Description Summary
The purpose of this position is to provide comprehensive operational, financial, and administrative support to the Department of Neurology by coordinating office operations and administering post-award grants support, restricted funds procurement, and related financial transactions. The role ensures efficient day-to-day office functionality; accurate, timely, and compliant financial transaction processing; responsible stewardship of sponsored and restricted funds; and adherence to University, MUSCP, State, and sponsor policies. Through close collaboration with department leadership, Principal Investigators, and research staff, the position supports the department's clinical, research, and administrative missions by promoting operational continuity, financial integrity, and regulatory compliance.

Entity
Medical University of South Carolina (MUSC - Univ)

Worker Type
Employee

Worker Sub-Type
Classified

Cost Center
CC000985 COM Neurology CC

Pay Rate Type
Salary

Pay Grade
University-GEN09

Pay Range
52,100.00 - 70,300.00 - 88,600.000

Scheduled Weekly Hours
40

Work Shift

Job Description

Job Description:

The purpose of this position is to provide comprehensive operational, financial, and administrative support to the Department of Neurology by coordinating office operations and administering post-award grants support, restricted funds procurement, and related financial transactions. The role ensures efficient day-to-day office functionality; accurate, timely, and compliant financial transaction processing; responsible stewardship of sponsored and restricted funds; and adherence to University, MUSCP, State, and sponsor policies. Through close collaboration with department leadership, Principal Investigators, and research staff, the position supports the department's clinical, research, and administrative missions by promoting operational continuity, financial integrity, and regulatory compliance.

MUSC Minimum Requirements and Experience:

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.

Preferred Knowledge, Skills, and Abilities:

• Must be proficient in the use of Microsoft Office applications in creation and development of budgets using MS Excel.
• Strong interpersonal and communication skills and ability to interact with professionals at various levels.

Essential Duties and Responsibilities

Office Coordination (35% Effort)

• Serve as the Neurology Office Coordinator for all departmental office locations.
• Manage inventory, ordering, stocking, and distribution of office supplies, including coffee, water, and related materials.
• Maintain departmental UPS and FedEx shipping accounts; provide shipping support and coordination for faculty and staff.
• Receive, unpack, distribute, and properly store departmental deliveries; issue timely notifications to personnel regarding package receipt.
• Prepare and submit the annual inventory report utilizing Asset Works or MUSC's current asset management system.
• Submit and track orders for office IT equipment, including computers, Xerox devices, and phone lines.
• Initiate and manage ServiceNow tickets for facilities, maintenance, key access, and other service-related needs using MUSC systems.
• Collaborate with department leadership to coordinate office moves, space logistics, and furniture ordering and installation.

Grants & Contracts Accounting - Post-Award Support (35% Effort)

• Provide post-award financial and administrative support for sponsored research programs.
• Create, process, and oversee financial transactions related to grant-funded accounts, including requisitions, supplier invoices, expense reimbursements, miscellaneous payments, travel reimbursements, and corporate credit card transactions.
• Coordinate with Principal Investigators (PIs) and research staff to facilitate timely procurement of research supplies, equipment, and internal institutional services.

• Process patient stipend payments in accordance with study protocols and regulatory requirements; Ensure patient care services are accurately billed to appropriate research accounts.
• Ensure accurate and timely tagging and reconciliation of transactions within Workday (or current financial system).

• Support compliance with sponsor terms, institutional policies, and reporting requirements.
• Under guidance from departmental grant administrators, verify and reconcile expenses against approved study budgets to ensure allowability, appropriateness, and budget adherence.
• Maintain compliance with MUSCP, University, State, and sponsor policies and procedures.

Restricted Grant Support Coordination (20% Effort)

• Coordinates with University Purchasing and Grants and Contracts Accounting to establish Contracts, Purchase Orders, Professional Services Agreements, and other procurement related agreements, for restricted (grant) Funds, ensuring that all financial transactions are in compliance with MUSC and State of South Carolina procurement regulations. Prepares and distributes PI reports timely and accurately. Meets regularly (at least every quarter) with department leadership and PIs for review, changes, and decision making.
• Works with Grant Administrators to coordinate regular cadence of PI Financial Meetings, assisting in preparation and distributes PI reports timely and accurately. These meetings occur regularly (at least every quarter) with department leadership and PIs for review, changes, and decision making.

P-Card Administration (10% Effort)

• Serve as the primary departmental P-Card holder and liaison for assigned research divisions.
• Manage P-Card allocations and transaction reconciliation in Works (or current P-Card management system).
• Review transactions for compliance with institutional, state, and departmental P-Card policies.
• Ensure appropriate supporting documentation is submitted, uploaded, and allocated by established deadlines.
• Maintain organized electronic P-Card records to support audit and compliance requirements.

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 bend at the waist. (Frequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Continuous)
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. (Continuous)
Ability to see and recognize objects at a distance. (Frequent)
Ability to match or discriminate between colors. (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 hear and/or understand whispered conversations at a distance of 3 feet.
Must be ambidextrous.
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)
Ability to work in dusty areas. (Infrequent)

Additional Job Description
Minimum 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. 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 bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) 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. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (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 hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

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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