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UNIV - Admin. Coordinator /Procurement Manager - BMIC

Apply now Job no: 516814
Entity: MUSC University
Department: COLLEGE OF MEDICINE - COM-RESEARCH SUPPORT
Sub Department: UNIV-2218060-Biomedical Informatics Center
Work type: Full-Time
Employee Type: UNIV - Classified
Location: Charleston, SC-Main Campus
Categories: NON-CLINICAL PROFESSIONALS, Finance
Pay scale: UNIV-Band 5: $33,494.00 - $47,734.00 - $61,975.00 (min - mid - max)

Job Duties:
10Assists with administrative activities associated with the faculty, as requested, including setting up meetings, providing appropriate access to space and systems. Coordinates with HSSC to arrange on site meetings. Coordinates meals for all business lunches and retreats. Ensures that meeting space is available and schedules conference calls as needed. Provides additional support to all BMIC staff as needed.Essential
10Coordinate activities related to the BMIC space including maintenance requests, office and building supplies, recycling and mail services, and telecommunications. Ensures we BMIC is billed correctly for services rendered.Essential
10Works with Business Manger to develop and implement SOPs for administrative activities within BMIC. Provides backup support and training support to the BMIC (Biomedical Informatics Center) staff for all business functions. Provides all new incoming staff and faculty with pertinent paperwork, i.e., leave information, travel policies, MUSC general information, badges, keys, etc. .Essential
15Maintains BMIC's annual software licenses and certain faculty Informatics society memberships.Maintains a list for each faculty member and for our centers teams and asks for updates from them for ongoing need, etc. Assists in negotiating service contracts, software licenses. Knowledge of legislation, regulations, policies and procedures governing the procurement of goods and services.Essential
20Charged with invoicing and tracking subsequent receivables for the 2 service centers within BMIC (BMIC and DHS). Implements/designs spreadsheet analytics for each with forecasts of P&L.Essential
35Responsible for all procurement, travel planning and reimbursement activities for BMIC and properly use Marketplace and UMS to record all purchases. Ensures all PCard transactions are allowable and that state guidelines are adhered to, allocates purchases and cross checks for any credits or overages. Work with Grant Coordinator to enter appropriate IIT payments into Smartstream. Follows up on all unpaid, encumbered expenses to ensure proper billing and allocations have been met. Stays up-to-date with state procurement regulations and policies and disseminates information and trains BMIC as needed. Ensures all procurement folders are kept up to date and complete for audit purposes, reports any audit discrepancies and develops resolutions to report to the BMIC Business Manager. Does internal audits of accounts and reports to Business MangerEssential


Job summary: Performs activities related to fiscal management, all general procurement including but not limited to, travel, supply services, auxiliary services, etc. Assists the business manager, monitoring procurement compliance with annual budgets; consults with program personnel regarding the availability of funds and the preparation of funding requests for purchases of supplies and equipment. Liaison with HSSC for purchasing collaborative items such as software, computers, training. Vendor relations for good and services related to annual license renewals. Helps to enforce and create administrative policies and procedures, with the Business Manager, internal telecommute policies, purchasing and travel compliance for grant funds and institutional spending. Provides training to faculty and staff on BMIC best practices and procedures, and maintain COI tracking. On-boarding needs of new hires (computers, keys, badges, etc.) that follow MUSC/BMIC protocol. Provide admin. support to senior level faculty.


Payscale Salary Range: UNIV-Band 5: $33,494.00 - $47,734.00 - $61,975.00 (min - mid - max)


FLSA: Hourly


Minimum Experience and Training Requirements: A high school diploma and four years relevant experience in business management, public administration or Administrative services; or a bachelor's degree and two years experience in business management, public administration or Administrative services.

Preferred Knowledge, Skills and Abilities:

Must be proficient in all aspects of procurement; Marketplace, UMS, PCard, Requisitions and IIT’s, UMA billing, Work orders, invoicing and payments, travel reimbursements. Knowledge of inventory management (AiM).

Proficient in Excel, and MS office suite.

Must be able to work autonomously, be self-motivated, be able to perform at a high level of competency.

Must be able to handle difficult and complex situations with tact and diplomacy. Demonstrate initiative and judgement for good decision making.

 


Physical Requirements: 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 20/20 vision, corrected. (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)

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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Applications close: Eastern Daylight Time

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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, 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.