drjobs UNIV - Program Coordinator II - Department of Medicine: Medicine Administration

UNIV - Program Coordinator II - Department of Medicine: Medicine Administration

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Job Location drjobs

Charleston - USA

Monthly Salary drjobs

Not Disclosed

drjobs

Salary Not Disclosed

Vacancy

1 Vacancy

Job Description

Job Description Summary

As a Program Coordinator II this position serves as the Operations Manager for the Department of Medicines 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 Medicines 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 Departments 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

46655.00 - 66488.00 - 86321.000

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:

  • Survey and assess faculty and staff to ensure successful ramp up and/or continued productivity.

  • Incoming specific prerequisites and requirements shared resources etc.

  • Existing identify pain points improve processes and procedures.

  • In collaboration with the MUSC Facilities Department manage the physical space of the CSB 9th floor to include coordination of incoming and outgoing labs procurement and surplus repairs and maintenance issues of equipment and the building and other operational situations. This includes assisting with internal and external procurement activities related to supplies service contracts maintenance requests and other support needs.

  • Maintain regular communication with faculty and staff to ensure an administrative departmental presence.

  • Provide support and guidance to other departmental labs located on campus on an as needed basis.

  • Document and record usage of space shared equipment and inventory.

  • Provide feedback and guidance to senior leadership on space utilization to assist with decision making.

20% - Responsible for creating and/or overseeing financial transactions related to unrestricted funds in the Department of Medicines 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 Medicines 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 Programs 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 Medicines 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 bachelors 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.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program please click here: Experience:

IC

Employment Type

Full-Time

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