UNIV - Asset Accounting and Surplus Manager

Job Description
Summary

The position is responsible for managing and coordinating all aspects of the University’s capital asset lifecycle, including capitalization, asset tagging, surplus property management, annual equipment inventory, and financial reporting of capital assets and depreciation. This role leads the review and oversight of purchase documentation, directs surplus warehouse operations, and ensures all activities comply with applicable State laws, University policies, and accounting standards. The position oversees capital asset data integrity within Workday and AIM, conducts subledger-to-ledger reconciliations, and prepares required roll‑forward schedules and journal entries to support quarterly and annual financial reporting and audits. Additionally, the role administers the Employee Performance Management System (EPMS) for assigned staff, provides training across departments, and supports operational continuity through cross‑training and other duties as required.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC002414 University Controller

Pay Rate Type

Salary

Pay Grade

University-07

Pay Range

57,334.00 - 81,707.00 - 106,080.000

Scheduled Weekly Hours

40

Work Shift

Job Description

The Asset Accounting and Surplus Manager is responsible for managing and coordinating all aspects of the University’s capital asset lifecycle, including capitalization, asset tagging, surplus property operations, annual equipment inventory, and the financial reporting of capital assets and depreciation. The position directs and supervises the review of University purchase documentation to ensure accurate capitalization and asset eligibility, oversees Surplus Warehouse operations to ensure the proper receipt, storage, redistribution, repurposing, and disposal of surplus and obsolete equipment, and ensures compliance with applicable State laws, University policies, safety standards, and accounting requirements.

The role oversees capital asset data integrity within the Workday and AIM Asset Management Systems, supervises asset data entry and approvals for Major Moveable Equipment (MME), construction projects, donations, trade-ins, transfers, and retirements, and performs subledger-to-ledger reconciliations. The position prepares and maintains capital asset and accumulated depreciation roll-forward schedules, records and reviews journal entries, and supports interim, quarterly, and annual financial reporting, audits, and other management reporting needs. In addition, the role directs the University’s annual inventory process, provides training and guidance to departmental staff, resolves inventory discrepancies, reports compliance matters to senior management, administers the Employee Performance Management System (EPMS) for assigned staff, and supports operational continuity through cross-training and other duties as required.


Job Responsibilities:

10% Employee Performance Management System (EPMS) Administration
Ensure the EPMS process is administered consistently, equitably, and in full compliance with applicable State and University policies, including the completion of planning and evaluation stages within established timelines and documentation standards

10 % Directs and supervises the review of all University purchase documentation to ensure accurate capitalization and inclusion in the asset management system. This responsibility includes oversight of capital equipment acquisitions with a unit cost of $5,000 or greater, assignment of asset tag numbers, review of exception and outstanding purchase order reports, coordination of equipment tagging, and determination of asset eligibility in accordance with university policies and accounting standards.

20% Oversees Surplus Warehouse operations, including the receipt, storage, redistribution, and proper disposal of surplus and obsolete equipment. Ensures all surplus activities are conducted in compliance with applicable State and local policy guidelines, safety standards, and record‑keeping requirements.

Key Functions May Include:
Coordinating the timely receipt and secure storage of surplus property.
Managing the proper disposal or redistribution of obsolete and unusable equipment
Ensuring compliance with State and local regulations governing surplus property and disposal
Maintaining warehouse organization and operational readiness.
Managing the request to repurpose surplus items prior to their disposal.

15% Directs and supervises the University’s annual inventory process for major moveable equipment, including planning and coordination of inventory activities, providing training sessions to departmental personnel, distributing inventory reports and system updates, and conducting follow‑up research to resolve discrepancies. Ensure inventory activities comply with applicable State laws, University policies, and regulatory requirements, and is accountable to senior management for all inventory‑related compliance matters.

Key Functions May Include:
Coordinating annual inventory schedules and communications
Training departmental staff in inventory procedures and system requirements
Distributing inventory reports and monitoring completion status
Researching, reconciling, and resolving inventory discrepancies
Reporting compliance issues and inventory results to senior management

20% Provides management capital asset and accumulated depreciation roll forward schedule, which includes entry of all information by all 21 ledger account codes for Medical University Investment Plant funds (MUIP) by journal entries, for adds, adjustments, transfers, retirements and depreciation expenses. The information must reconcile and roll forward to the general ledger to complete the Capital asset activity for the yearly financial statement.

Key Functions May Include:
Preparing monthly and annual capital asset roll‑forward schedules
Recording and reviewing journal entries related to capital asset activity
Ensuring proper classification by ledger account codes
Reconciling capital asset records to the general ledger
Supporting year‑end financial statement preparation and audit requests

20% Supervises the timely detailed input for investment in Plant MME, projects, donations, trade-ins, and changes in WorkDay and AIM Asset Management Systems. Approve all MME addition/retirement reversals in WorkDay and AIM. Responsible for running reports and reconciliation to the WorkDay subledger system for adds, adjustments, and retirements. Supervises the process of retirements and transfer approvals of equipment in the WorkDay and AIM systems and Surplus Warehouse module.

Key Functions May Include:
Supervising asset data entry and maintenance in the WorkDay & AIM system
Reviewing and approving MME additions, retirements, and reversal transactions
Running standard asset and reconciliation reports
Reconciling WorkDay subledger asset balances to general ledger balances
Overseeing asset retirement and transfer workflows, including Surplus Warehouse coordination
Supporting interim, year‑end, insurance, budget, forecast, and grant‑related financial reporting

5% Other Duties and Cross-Training
Perform additional work assignments as needed to support unit operations and participate in cross-training activities to ensure continuity of operations and adequate staff coverage.

Additional
Job Description

Minimum Requirements:
CPA, Bachelor’s degree with accounting coursework (or equivalent combination of education and experience).
5+ years of professional experience in accounting, auditing, banking, or finance.3+ years of construction/capital projects experience; university or public-sector experience preferred.Public-sector/university fund accounting experience; strong knowledge of GAAP/GASB (incl. GASB 34/35, 87/96) and CIP, debt, and lease accounting.Experience with Workday (or similar ERP) and with State cash draw and bond/debt processes.Advanced proficiency in Excel and data/reporting tools; strong audit readiness and internal control orientation.

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 in confined/cramped spaces. (Infrequent) Ability to bend at the waist. (Infrequent) Ability to squat and perform job functions. (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. (Continuous) 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 a height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from a 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. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Continuous) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to hear and/or understand conversations. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Continuous) Additional New Requirements: Computer literacy.

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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