Job Description Summary
As a Program Coordinator II, this position serves as the Operations Manager for the Department of Medicine’s research programmatic infrastructure and Coordinator for the centralized procurement service line. While operating with a substantial amount of autonomy and adapting to a regular changing environment, this position administers and addresses day to day research operational activities and implements strategic initiatives to ensure safety, efficiency and effectiveness.
The Department of Medicine’s research infrastructure includes across multiple building on MUSC main campus, all with varying needs and support to successfully achieve research protocols and objectives. Effective communication, organizational skills, customer service, diligence and follow-through are a vastly important requirements as this position collaborates with a wide range of individuals both and externally to address unique situations. The person holding this position is expected to carry out the responsibilities of the position by exercising sound professional judgment and initiative while demonstrating a positive and professional image.
In addition, this position serves as the Procurement Coordinator that supports 5+ divisions including Cardiology, Nephrology, Hospital Medicine, Administration, Nephrology Transplant, and other divisions as needed. This centralized role must demonstrate professionalism in effective, clear communication, strong organizational and problem-solving skills, and the ability to prioritize tasks effectively. This portion of the role supports a combined 218 FTEs including faculty and staff requesting purchase and expense requests with a combined annual budget of ~$69 million in both unrestricted and restricted funds that include nearly $7 million in non-payroll expenses.
While working independently, this position also collaborates with Department Leadership including the Chairman, Vice Chair of Research, Vice Chair of Finance and Administration, Senior Director of Research and Administration, Finance Manager, Procurement Manager, Division Administrators and Faculty leaders. This position will report directly to the Department’s Procurement Manager and in a matrix relationship to the Sr. Director, Research & Administration.
Entity
Medical University of South Carolina (MUSC - Univ)
Worker Type
Employee
Worker Sub-Type
Classified
Cost Center
CC000965 COM DOM Administration CC
Pay Rate Type
Salary
Pay Grade
University-06
Pay Range
46,655.00 - 66,488.00 - 86,321.000
Scheduled Weekly Hours
40
Work Shift
Day (United States of America)
Job Description
Job Duties:
35% - Manages the daily operations and serves as the point of contact to research faculty and their staff all labs across MUSC Main Campus. Position works directly with MUSC Facilities to manage the physical space including the coordination of incoming and outgoing labs, procurement and surplus, repairs and maintenance issues of equipment and the building, and other operational situations. Project management and delegation of duties to PIs and support staff to ensure efficient completion of assignment within MUSC guidelines. Maintains effective communication with faculty and staff to ensure no lab down time that would adversely impact research operations. Document and record usage of space, shared equipment, and inventory. Specific responsibilities include:
20% - Responsible for creating and/or overseeing financial transactions related to unrestricted funds in the Department of Medicine’s centralized procurement service line. This includes the management of several types of transactions from start to finish including the creation of requisitions, supplier invoices, expense reimbursements, miscellaneous payments, and corporate credit cards. Generate reports on procurement activities and analyze data to support decision-making. Must have proficient knowledge of the Our Day system and use of the appropriate FDMs to tag to each transaction. Works closely with the division and University offices to ensure all orders/requests are processed timely and are processing through the system appropriately.
20% - Responsible for creating and/or overseeing financial transactions related to funds from sponsored programs (grants) in the Department of Medicine’s centralized procurement service line. This includes the management of several types of transactions from start to finish including the creation of requisitions, supplier invoices, expense reimbursements, miscellaneous payments, and corporate credit cards. Works closely with all divisional PIs, labs, and internal stakeholders such as finance, operations, and project teams to understand their procurement needs and provide timely support. Collaborates with the PIs and their research staff to ensure all transactions are tagged in Our Day correctly in a timely fashion. Identify reliable suppliers, negotiate pricing and contracts, and manage the procurement process for goods and services required by the organization. Maintains relationships with vendors and address any issues or concerns that may arise.
10% - Collaborates with the senior leadership and key faculty to develop, implement, and enforce Research Operational policies and procedures to control onboarding and offboarding faculty and staff with the objective of ensure a safe and successful research operations. Produce and maintain a manual that adheres to safety regulations and communicates changes, updates, and other information that impact operations.
5% - Manages the Department of Medicine Research Program’s fixed assets. Collaborates with various faculty and staff to appropriately verify and manage assets. This includes annual certification of departmental assets in the AIM software, logging incoming and new assets, and appropriately decommissioning assets in conjunction with MUSC Asset Management and State of SC policies and procedures.
5% - Process supply orders for the Department of Medicine’s research programmatic infrastructure. Maintain records of receipts and deliveries. Work with vendors and Principal Investigators, as needed, to ensure delivery of products. Assist all labs with ordering and processing of lab supplies. Assist with setting up vendors and arranging shipments for labs. Work with University procurement as needed to ensure orders are processed in a timely manner. This includes processing of purchase orders with terms and conditions, which may require legal review through the Meditract system.
5% - Serve as primary P-card holder and liaison for assigned divisions and responsible for credit card allocations in Works. Verify that all charges meet institutional, state, and divisional P-card policies. Ensure proper documentation accompanies all P-card transactions. Proper documentation should be uploaded and allocated in Works prior to the required deadline. Organized electronic records should also be maintained in the departmental P-card filing system.
Additional Job Description
Minimum Requirements: A bachelor's degree and two years relevant program 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 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 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. (Frequent) 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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