Business Analyst - Dean's Office

WVU Medicine•Aurora, CO

About The Position

This position holds a key role in the management of compensation processing for the WVU School of Medicine, including State, WVU Medicine, and WVU Research Corporation employees. The position is responsible for creating a variety of deliverables including, but not limited to, ensuring the timeliness and accuracy of employees’ compensation, reporting data analyses and trends, and reconciliation of budget impact. The incumbent will have the ability to understand the intricacies of an Academic Medical Center and will demonstrate the ability to coordinate payroll processing activities among affiliates, think critically, and solve problems. This position is responsible for appropriate use of resources from all sources for the WVU School of Medicine. Duties will include accurate and timely processing of accounts payable and accounts receivable transactions, database management, contract maintenance relative to agreements with both internal and external parties, surveys from external parties and various internal audits, such as space and computer inventories.

Requirements

Bachelor’s degree in Business, Finance, Accounting, or related field.
Two (2) years of experience as a Business Analyst in a complex organization with multiple budget units.
Ability to plan, coordinate, and complete assignments accurately with minimal supervision.
Effective interpersonal skills.
Excellent written and oral communication skills.
Effective time management and organizational skills
Work independently as well as in a team environment.
Analytical and problem solving skills.
Proficient computer skills, specifically, Microsoft Office Suite.
Experience with managing databases, preferably Access, and the ability and willingness to evaluate database tools
Experience with compensation plans.
Bachelor’s degree in Business Administration, Finance, or Accounting or related field.
1-2 years of experience in budgeting and financial analysis.

Nice To Haves

Master’s degree in Business, Finance, Accounting, or related field.
Two (2) years of experience as a Business Analyst in an Academic Medical Center with a working knowledge of faculty compensation plans.
Prior experience as a Business Analyst in an Academic Medical Center.

Responsibilities

Develop processes to ensure the timely and accurate processing of employees’ compensation as well as facilitate routine payroll requests, including one-time payments, which requires obtaining proper authorization for payments made to employees and the processing of appropriate paperwork within the established guidelines of WVU Medicine, West Virginia University, WVU Research Corporation, and WVU Foundation.
Utilizes the WVU MAP system to create, confirm, and make changes, as appropriate, to employee schedule lines and labor distributions. Additionally, this position will utilize the MAP system to research and analyze inquiries made by SOM leadership.
Maintain an all campus real-time faculty database that will capture all components of salary as well as identify current funding sources to support those salaries. The database is used for a variety of SOM tasks, including preparation of faculty contracts and risk management assessment.
Collaborates with faculty leaders and department administrators to track financial obligations pertaining to SOM start-up/recruitment packages and monitors use of associated funds and adherence to identified annual budget. Regularly consults with the SOM Finance Manager to resolve budgetary issues.
Responsible for the accounting and administration of the SOM Basic Science Salary Plan and Grant Incentive program. Develops and distributes reports of incentive plan allocations. Timely adjusts salaries and incentive payments as dictated by changes pursuant to approved Plan guidelines and changes in funding. Assists departmental administrators with the appropriate budgeting of grant incentive dollars and the reconciliation of same.
Notifies SOM leadership and affiliates of employee, (including Courtesy appointment), onboarding, salary changes, FTE changes, leaves of absence, or termination in a timely manner.
Issues all WVU State contracts in a timely manner (according to WVU established deadlines) and manages the collection of same. Understands the importance of the timely collection of contracts relative to medical malpractice coverage.
Serves as a resource and contact for SOM faculty leaders and departmental administrators relative to payroll issues.
Responsible for the budgetary master roster of School of Medicine personnel, including WVU Medicine, West Virginia University, and WVU Research Corporation employees. Works collaboratively with Departmental Administrators to track changes and funding sources in a timely manner.
Assists the SOM Assistant Dean, School of Medicine with the administration of the faculty compensation plans specific to each department/unit.
Assists the SOM Assistant Dean, School of Medicine with the faculty offer letter approval process.
Responds to external compensation surveys including, but not limited to the AAMC (Association of American Medical Colleges) and Sullivan Cotter. Looks for opportunities to broaden our survey base and develop metrics/comparisons with other peer institutions. Provides analysis of surveys to assist with the administration of faculty compensation plans.
Oversees the semi-annual WVU Effort Reporting process. This process will include all components of faculty salaries, and this position works with affiliates to provide accurate and timely effort reports that are regulatory compliant in response to both internal and external parties inquiries.
Acts as a primary liaison with the planned WVU Shared Service Center in addressing SOM payroll issues.
Develops work flows to maximize the performance and efficiency of the SOM Dean’s Office. Must recognize the reporting needs of the School of Medicine, analyze available information, involve appropriate affected parties, and work proactively to deliver a useful tool to affected parties.
Takes an active role in monthly Administrator meetings to provide updates to departmental administrators and to conduct training when necessary on new tools and processes.
Position will process various accounts payable transactions. Position will analyze the need for renewal of vendor contracts and report findings to the SOM Administrative Director. Position will track relative written agreements for each and communicate with all relevant parties, both internal and external.
Position will process various accounts receivable transactions, including oversight and tracking of all necessary documentation for processing. Position will ensure the timely processing of revenues to appropriate entities.
Position will assist with the preparation of the annual Graduate Medical Education (GME) required program expenditures in collaboration with the SOM Dean’s Office and the SOM Vice Dean of Medical Education. This task includes but is not limited to continuing medical education allowances, and recruitment budgets. Position’s GME Duties include: Position will process reimbursements from outside entities who provide funding support for Residents’ salary and fringe costs, such as the Veteran’s Administration. Position will work collaboratively with the GME Program Director to ensure all Residents are on-boarded in a timely and efficient manner. Issues all Residents WVU State contracts and Notices of Appointments in a timely manner (according to WVU established deadlines) and manages the collection of same. Position will review and process invoices for the GME unit and will participate in the creation of contracts and agreements in collaboration with the SOM Dean’s Office. Position will provide guidance to Residency Program Managers relative to the WVU Residents’ Notice of Appointment process. Position will proactively familiarize the GME Central Office with updates/changes to existing WVU policies and procedures as well as those of WVU’s affiliated parties. Position will provide basic training to newly hired GME Program Managers.
Position will process WVU student awards as directed by the SOM Administrative Director.
Position will handle UME negotiated contracts including the oversight for student apartment rentals, software, etc.
Position will complete SOM internal surveys including the bi-annual WVU space survey and the annual computer survey.
Position will provide administrative oversight of the Asset Inventory process – responding to inquiries in a timely manner.
Position will analyze equipment needs and provide recommendations to the SOM Administrative Director for equipment needs for the SOM Dean’s Office and its various units.
Position will prepare the annual budgets for the SOM Clerkships, track expenses and provide solutions for budget variances.
Position will be the key contact for the WVU e-commerce module and conduct training and provide guidance to departments as needed.
Position will attend in-house training to stay abreast of new developments/budgeting systems used by WVU and its affiliated parties.
Notifies WVU and SOM leadership of employee changes, (including Courtesy appointment), to include but not limited to onboarding, salary changes, FTE changes, leaves of absence, or termination in a timely manner.
Key point of contact for the semi-annual WVU Effort Reporting process. This process will include all components of faculty salaries, and this position works with affiliates to provide accurate and timely reports that are regulatory compliant in response to both internal and external parties.
Position will provide oversight and assist as necessary with the purchasing card (Pcard) process for the Medical Education unit. This includes both WVU and WVU Medicine Pcards.
Takes an active role in monthly Basic Science Administrator meetings to provide updates to departmental administrators and to conduct training, when necessary, on new tools and processes.
Acts as a primary liaison with the WVU/HSC Shared Service Center in addressing SOM payroll issues such as pay element (lump sum) corrections.
Other duties as assigned