The School of Pharmacy at West Virginia University is currently accepting applications for a (Hybrid) Finance & Business Administrator.
About the Opportunity
This position will provide fiscal management and support for daily business office functions for units supported by the shared business office. This position supports its units by developing budgets, tracking financial data, performing budget analysis, preparing financial reports, and implementing fund reconciliations. This position requires a proactive, analytical, and collaborative professional capable of navigating complex financial systems and building strong working relationships across the university. This is a hybrid position and will primarily support the School of Pharmacy but may provide support for the other units supported by this shared business office. (Shared business office currently consists of School of Public Health (SPH), Health Affairs Institute (HAI) and School of Pharmacy (SOP). Hereafter referred to as “units”). This position requires onsite presence on average three days per week. There will be instances when there will be team or school/unit meetings and events that will be in-person and it is expected that this role will attend those functions in person as well.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
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37.5-hour work week
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13 paid holidays (staff holiday calendar)
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24 annual leave (vacation) days per year (employee leave)
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18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
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WVU offers a range of health insurance and other benefits
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401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
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Wellness programs
What You'll Do
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Payroll validation and reconciliation.
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Manage schedule lines and labor distribution adjustments (LDAs) requests submitted by the HSC Research Office and work with WVU Shared Services to resolve issues.
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Calculate and transfer fringe expenses related to LDAs. To successfully manage this process, this position must have a thorough understanding of the University’s fringe calculation and transfer process and remain updated on all process changes. Proactively check fringe calculations and transfers completed by the Shared Services Center to determine completeness and accuracy and investigate and resolve issues or questions as needed.
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Manage pay element requests including submission, termination, and reconciliation.
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Manage the hire and termination process.
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Coordinates effort reporting between the Cost and Compliance Office, faculty, department admins, and the HSC Research Office to ensure reports are distributed, signed, and returned in a timely manner.
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Manage scholarship process by coordinating between senior leadership within the School and WVU Financial Aid. Complete subsequent transfers to charge the correct funding and reimburse default scholarship funding.
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Responsible for staying updated on the Research Incentive Policies and assisting in the preparation of the bi-annual research incentive calculation for faculty, including communications to faculty, processing transfers, and submitting payroll requests.
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Develop strong relationships and serve as liaison between senior management and WVU financial offices (Shared Services, Finance, HSC Research Office, Office of Sponsored Programs, etc.) to facilitate fiscal operations.
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Create and update detailed reconciliations for state and WVU Foundation account and distribute reports for state and WVU Foundation funding on a regular basis, with frequency depending on the need.
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Coordinates month-end variance analysis as required by the University budget office. To successfully complete this task, one must possess a good working knowledge of current accounts, activity, balances, and be able to determine and understand how each account or adjustment may impact other accounts.
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Complete financial/institutional project activities as assigned by the Assistant Dean (AD) of Finance/Chief Business Planning Officer and other senior administrators, as approved by the AD of Finance, by defining the nature of the project, planning the actions to be taken, and coordinating the efforts of other staff members assigned to the project.
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Reviews variance budget reports through WVU financial systems (i.e. MAP, MyReports, etc.) and notifies and recommends corrective measures to fund managers of over-expended budget line items, incorrectly coded items, etc.
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Assists in the completion of annual surveys, including but not limited to, the America Association of Colleges of Pharmacy (AACP).
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Manage communications and requests in the business office vanity account. This should include responding to requests and questions timely and/or forwarding messages to the appropriate party to resolve.
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Calculates budgets and prepares Foundation billing account authorization for submission to sponsored research accounting.
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Remains updated on active MOUs and co-funding agreements to then prepare and distribute invoices to the appropriate parties. This position will work with the appropriate third parties to obtain necessary details or resolve questions related to the agreements and invoices. Create miscellaneous receipts and manage deposits for invoices.
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Analyzes present and historical financial data, trends and costs, administrative commitments and obligations incurred to provide forecasts and to prepare the annual budget.
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Responsible for reviewing and approving transactions in Mountaineer Marketplace and the state and foundation Chrome River systems.
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Responsible for quarterly reporting of Unrecorded Assets and Liabilities, IT Subscriptions, and Employer Provided Housing and Gift Cards to the appropriate internal department.
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Develop and maintain procedure documents for internal use within the EBO for processes this position manages.
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Coordinate day-to-day accounting operations to ensure accuracy, efficiency, and compliance with School and University processes and procedures.
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This position will cross-train with others in the EBO to provide temporary support as needed.
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Advanced skill level for Microsoft Excel with a general knowledge and basic skill level for Microsoft Word. This position will be responsible for maintaining a general understanding of all WVU systems including but not limited to Oracle, Mountaineer Marketplace, Chrome River, and Applaud.
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Prepare ad hoc analysis, reconciliations, and reports as requested by the AD of Finance, leadership of the school or University, or others as needed.
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Demonstrate a thorough knowledge of general accounting and budgeting and be able to apply knowledge in daily activities.
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Strong communication and customer service skills to be successful in gathering and sharing information with both internal and external customers. This position will collaborate and communicate with other members of our shared EBO to ensure efficient completion of all tasks and projects in a timely manner.
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Attend all department, school, and University meetings and trainings as needed and/or requested.
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Other duties as assigned.
About WVU
West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.
From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.
At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values — service, curiosity, respect, accountability and appreciation — unite us as Mountaineers.
Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.
West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.
