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Job Description Summary

The Administrative and Procurement/Fiscal Analyst provides comprehensive administrative, financial, and operational support to the Department of Healthcare Leadership and Management (DHLM). This hybrid role ensures seamless day-to-day operations by coordinating executive support, financial analysis/reporting, procurement activities, event planning, recruitment, career services, academic and accreditation processes. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple responsibilities with professionalism, discretion, and a proactive approach. This role reports to the DHLM Business Manager and serves as a liaison between leadership, faculty, staff, students, external partners, and vendors.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000225 CHP - MHA Residential

Pay Rate Type

Salary

Pay Grade

University-06

Pay Range

47,588.00 - 67,817.00 - 88,047.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Financial Analyst- Data Analysis and Financial Reporting (25%)

• Conducts and prepares monthly and annual financial reporting and analysis, on non-personnel expenditures, including but not limited to divisional spending on supplies, contractual services, travel (faculty/staff), UMA, SC. Gov, Modern Campus, telecommunications, and deposit activities (including MUSC Foundation deposits) to produce expenditure reports, and assist in budget forecasting.
• Develops quarterly projections of divisional spending to identify and assess expenditure trends.
• Reviews non-personnel transactions in OurDay, identifying and resolving issues related to incorrect expenditure allocations.
• Produces monthly financial reports and trend analyses as requested by the Business Manager.
• Provides financial insights and data-driven recommendations to division directors to support informed budgetary decision-making.

Deposits and Reconciliation

• Oversees the deposit process with the MUSC Foundation and SC.GOV
• Oversees Modern Campus for registrations and process deposits
• Prepares MUSC deposits from various sources, including faculty practice, continuing education, and other departmental activities.
• Reconciles accounts against known transactions and provides monthly deposit analysis to the Business Manager to support financial oversight.

Procurement Operations (25%)

• Independently initiates and processes all MUSC and UMA procurement activities for the Department of Healthcare Leadership and Management in accordance with State Procurement Code, MUSC, UMA, and CHP policies and procedures
• Process supplier invoices, travel and moving reimbursements, P-Card transactions, requisitions, and check requests.
• Provide training and guidance to faculty and staff on procurement best practices.
• Monitor purchasing card activity, allocate transactions, and resolve discrepancies.
• Procurement transactions include Supplier invoice requests, Travel reimbursements
• Moving reimbursements, Requisitions, ISDs (Internal Service Deliveries), UMA check requests, Personal Service Agreements, Other miscellaneous purchases
• Ensures all transactions are accurate, approved, and processed in a timely manner. Coordinates with vendors, other college departments, and University offices to complete procurement activities.
• Maintains and manages the only Publix credit card for CHP, ensuring accurate records and timely processing of payments.
• Conducting annual training for faculty and staff on procurement best practices
• Supports faculty with professional development and travel; Assists with registration, flights, and travel arrangements
• Allocates all purchasing card (P-Card) transactions in accordance with university policies and procedures.
• Reviews transactions for compliance and notifies the University Procurement P-Card Liaison of any unauthorized or questionable purchases.

Executive and Division Support (20%)

• Serve as the primary administrative contact for division matters and maintain effective communication across stakeholders.
• Manage calendars, schedule meetings, prepare agendas, and coordinate travel and reimbursements.
• Manages all logistical preparation for the Advisory Board meetings. Provides administrative support for program board communication and events.
• Draft, edit, and proofread official correspondence, reports, and presentations.
• Maintain secure digital and physical files and oversee confidential information management.
• Monitor deadlines and track progress on strategic initiatives and operational goals.
• Coordinate and manage the planning, logistics, and execution of special events and student service activities in collaboration with Division Directors and Student Services staff.

• Secure venues, arrange catering and travel, manage vendor contracts, prepare materials, and coordinate technology and equipment needs.
• Provide Administrative support for faculty search committee meetings and maintain search committee documentation.
• Develop itineraries, travels arrangements and interview requirement for Search Committees and Staff Interviews. Develop and schedule onboarding itineraries for new division personnel.
• Request telephone number requests, procurement of keys, office space, computer equipment, etc.
• Maintain inventory of department assets, coordinate surplus and insurance claims, and track maintenance requests.
• Collaborate with facilities staff to manage space utilization and office readiness for new personnel.

Academic, Recruitment and Outreach Support (20%)

Academic & Accreditation Support:

• Provide administrative support for academic operations and accreditation processes within the department.
• Compile and organize data to support continuous program improvement and compliance with accreditation standards.
• Maintain academic calendars, update instructor schedules, and coordinate with HR and Business Managers regarding upcoming personnel changes.
• Assist in the preparation of accreditation reports and appendices, including the annual accreditation report draft.
• Support internship coordination by liaising with healthcare partners, tracking student placements, and maintaining evaluation documentation.

Recruitment & Outreach Support:

• Provide comprehensive administrative support to the Field Marketing and Regional Recruitment Manager to ensure the effective execution of recruitment and outreach strategies for the MUSC College of Health Professions.
• Coordinate travel and event logistics, schedule and track outreach activities, and prepare presentation materials.
• Maintain detailed records of partner engagements and prospective student inquiries; monitor communication workflows to ensure responses within 48 hours.
• Assist in developing and distributing digital and print recruitment materials.
• Provide logistical support for recruitment events such as on-campus sessions, departmental meetings, interviews, conferences, and graduation ceremonies.
• Develop and maintain detailed timelines, checklists, and contingency plans to ensure successful event execution.
• Conduct post-event evaluations, process related payments, and document areas for improvement.
• Communicate with faculty and adjuncts to gather necessary information for program evaluations and accreditation documentation.
• Provide in-depth analysis and reporting to the Division Director and Department Chair to support accreditation efforts.

Internship, Affiliation and Preceptor Agreement Coordination (10%)

• Provide high-level administrative support to the Internship Coordinator to facilitate internship placements, employer outreach, and career development initiatives for the Master of Health Administration program.
• Oversee the Preceptor and Affiliation Agreement process in collaboration with Internship Coordinator for 50 student internship placements annually.
• Coordinate communications with healthcare partners, tracking internship placements and student progress, scheduling employer engagement events, and maintaining accurate records of student and site evaluations.
• Compile data for accreditation reports, managing internship documentation, and supporting student preparation for internship experiences. This role also supports coordination with alumni networks, helps organize employer information sessions, and contributes to data collection and reporting efforts that inform continuous program improvement.
• Redline agreements to ensure all legal agreements related to student placements, preceptor engagement, and program documentation are completed efficiently and accurately.
• Maintain a comprehensive database of preceptors and monitor each agreement throughout its lifecycle to ensure timely review and approval by all parties.

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.

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: http://www.uscis.gov/e-verify/employees