Business and Academic Operations Professional - School of Social Work

West Virginia University

1d • Onsite

About The Position

This position provides high-level administrative support to a complex science unit, reporting directly to the Director. The major focus for this position is on the business and personnel needs of the school, including fiscal management of State, Research Corporation, and Foundation funding, providing Executive Assistance to the Director of the School, coordinating office workflow, supervising clerical staff and work-study students, and payroll. This position will oversee the financial management and daily business operations in the School of Social Work. It is tasked with oversight of responsibilities necessary to successfully manage and thrive in the incentive-based, all funds, budget model for the school. The School awards degrees in several disciplines and has a robust externally funded research agenda. The position will provide assistance and make recommendations to the Director in assessing and monitoring expenditures and revenues while maintaining budget control within a complex set of internal and external funding sources. Monitors internal procedures for fiscal and administrative compliance by applying institutional, state, federal and school guidelines.

Requirements

• Bachelor’s degree in accounting, Business Administration, Finance, or other related business field.
• A minimum of one (1) year of experience involving Accounting Experience.
• A minimum of one (1) year of experience involving Complex administrative support.
• Any equivalent combination of related education and/or experience will be considered.
• Demonstrated ability to create and manage budgets.
• Demonstrated knowledge of payroll and budget regulations and policies which govern them.
• Demonstrated ability to manage an office.
• Ability to understand external grant administration.
• Demonstrated ability to utilize basic business office software such as the Microsoft Office suite.
• Ability to learn University policies and procedures.
• Ability to learn payroll & grants accounting.
• Ability to supervise.
• Ability to function and meet established deadlines.
• Ability to plan and complete both short-range and long-range projects for the supervisor.
• Highly self-directed and self-motivated with the ability to multi-task in a fast-paced environment.
• Demonstrated excellent oral and written communication skills.
• Demonstrated excellent customer service skills.

Nice To Haves

• Experience in grants administration.
• Supervisory experience.

Responsibilities

• Oversee the financial management and daily business operations in the School of Social Work.
• Provide assistance and make recommendations to the Director in assessing and monitoring expenditures and revenues while maintaining budget control within a complex set of internal and external funding sources.
• Monitor internal procedures for fiscal and administrative compliance by applying institutional, state, federal and school guidelines.
• Serve as the School’s financial administrator for the incentive-based, all funds, budget to include central/State, entrepreneurial, WVU research corporation, WVUIC and WVU Foundation funding.
• Serve as a member of the Director’s leadership and strategic planning committee.
• Serve as the Director’s designee in fiscal affairs.
• Assure effective financial stewardship by optimizing school resources.
• Develop financial information related to programmatic needs in support of the unit’s annual budget request.
• Prepare, reconcile, and manage school financial reporting.
• Closely monitor space, FTE, headcount, and other expenditure variables which will impact the unit’s budget and operating margin.
• Monitor enrollment, course assignments and teaching loads which directly affect unit budgets.
• Closely monitor earned revenue to ensure revenue meets budget demands.
• Analyze/evaluate school operations, trends, costs, commitments, and obligations.
• Oversee preparation of and approval process for all expenditures to include procurement, contracts, payroll, startup, summer support, summer school, Winter session/Maymester, human subject payments and other expenditure types.
• Initiate corrective action for any payroll issues.
• Identify and post account receivables to ensure College and University reports accurately reflect estimated revenue projections.
• Compile statistical data for financial reporting.
• Assist Director in preparation of salary forecasts, retention efforts and merit pay recommendations, incorporating the market match salary data, evaluation information, and equity, by discipline or sub-discipline.
• Prepare requests for faculty incentive salary contracts, which includes amending salary funding sources with verification of amounts and funding.
• Prepare and submit check deposits in compliance with University and State cash handling policies.
• Oversee the School’s eCommerce and other electronic transfers.
• Document and provide data necessary for the preparation of institutional financial statements.
• Oversee the School’s space allocation and prepares annual space audit.
• Prepare bi-annual inventory audit in compliance with institutional, State and federal policies and guidelines.
• Monitor and document unrecorded assets for University financial statement inclusion.
• Manage the School’s inventory control, disposal, and reporting in compliance with State and federal guidelines.
• Advise administrators and recommend courses of action.
• Serve in an advisory capacity following policies and procedures concerning personnel, purchasing, fiscal responsibilities, and College, University, and State guidelines.
• Serve as the liaison to the College business office and University level budget, finance, and business operations units.
• Facilitate the School’s external fund management.
• Assist principal investigators with administrative and financial tasks associated with pre-award and post-award grant proposals.
• Budget development/modifications (Pre-Award).
• Coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs or the WVU Foundation (Pre-Award).
• Provide agency/university guidelines and regulations (Pre-Award).
• Providing faculty with guidance and procedural information (Pre-Award).
• Grant expenditure financial reporting (Post-Award).
• Grant expenditure analysis (burn rates) (Post-Award).
• Grant expenditure adjustments (Post-Award).
• Ensure cost share is documented and met (Post-Award).
• Review (and adjust) salary expenses to reflect effort performed by award (Post-Award).
• Ensure effort reports are being reviewed, signed, and returned timely (Post-Award).
• Assist with preparation of financial reports to grantor agencies (Post-Award).
• Ensure grant guideline compliance (Post-Award).
• Advise faculty on WVU, WVU Research Corporation, and WVU Foundation policies and procedures (Post-Award).
• Oversee the daily operations of the School’s main business office.
• Compose routine and complex, confidential correspondence requiring knowledge of programs, procedures and practices for the Director’s signature.
• Serve as the Director’s signature designee for routine items such as payroll forms, procurement, facilities work authorizations, etc.
• Provide administrative support to the Director including calendar coordination, making travel arrangements, processing expenses/reimbursement, and recording meeting minutes.
• Oversee accreditation data reporting and contribute to development of accreditation documents.
• Coordinate course scheduling processes, including interfacing with the Director, program directors/coordinators, college personnel, and inputting the course schedule into CLASS.
• Oversee room scheduling.
• Coordinate workflow in the School to ensure clear communication of appropriate tasks for staff members.
• Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment.
• Oversee functions that provide procurement, payables, mail, copiers/printers, mail, graduate and undergraduate student advising, student records, course scheduling, travel, property disposition (shredding confidential documents, property surplus, etc.), and other functions as may be required.
• Directly supervise a classified employee, student workers and others hired to assist with the School’s duties.
• Develop and maintain accurate job descriptions for classified staff, faculty equivalent positions, Mountaineer Temp positions, and student worker positions within the school.
• Responsible for hiring, firing/disciplinary actions, and performance reviews of all office personnel.
• Ensure work is proceeding on schedule and that it meets quality/quantity standards.
• Interpret work guidelines and make work expectation clear.
• Delegate appropriate assignments.
• Manage the time and leave reporting system – MyTime.
• Ensure that all leave requests and time card punches are accurate and approved for all supervised employees.
• Serve as the designee for faculty that have hourly workers and assist them in reviewing and approving time cards.
• Maintain detailed records of office space assignments, furniture and equipment.
• Ensure that capital equipment is tagged with a University property tag.
• Serve as point of contact for University’s bi-annual equipment inventory.
• Coordinate graduate student office assignments with graduate committee leads.
• Assist the Director in reallocation of space/equipment/furniture to better meet the school’s evolving needs.
• Properly dispose of unwanted property and acquire new property.
• Oversee the completion of the space audit report which determines the Finance and Administration rate for the entire university.
• Maintain detailed records of research space assignments.
• Maintain the integrity and confidentiality of files including confidential office records.
• Assist Director in maintaining and developing alumni relations by and assisting in alumni communications.
• Assist Director in administrative tasks related to school Continuing Education activities.
• Coordinate and participate in conferences, events, celebrations, workshops, and meetings.
• Serve as the building supervisor.
• Serve as the point of contact for the faculty, staff, students, Dean’s Office, Environmental Health and Safety (EHS), Facilities Management and University Police for routine maintenance, communications to building residents, contractors working in the building, door access through ONITY lock system, suspicious events/acts, threats and behavior concerns, etc.
• Utilize the Facilities Management work request system to report issues or to request service.
• Other duties as assigned.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
• 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)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 1,001-5,000 employees