(Hybrid) Finance & Business Administrator - School of Pharmacy

West Virginia University • West Virginia, WV

2d • Hybrid

About The Position

The School of Pharmacy at West Virginia University is currently accepting applications for a (Hybrid) Finance & Business Administrator. 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.

Requirements

• Bachelor's degree in business, accounting, finance or related field.
• A minimum of three (3) years of experience in the following: Business systems experience, General finance or accounting experience
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Demonstrated ability to exercise strong judgement and analyze moderately complex accounting problems and determine solutions
• Demonstrated ability to work independently or with little supervision whether working remotely or in person
• Demonstrated ability to communicate clearly both orally and in writing
• Demonstrated ability to establish and maintain effective relationships and deal tactfully with departmental faculty, staff, students, organizational units and external agencies.
• Demonstrated ability to plan, organize and prioritize work to be accomplished
• Demonstrated accounting skills
• Proficiency in use of software including Microsoft Excel
• Skill in the accurate preparation and review of payroll and budgets
• 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.
• Demonstrate a thorough knowledge of general accounting and budgeting and be able to apply knowledge in daily activities.
• 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.
• Attend all department, school, and University meetings and trainings as needed and/or requested.
• Other duties as assigned.

Nice To Haves

• Master’s degree in accounting or business administration preferred.
• Certified Public Accountant (CPA) licensure preferred.
• Experience in the University and state accounting system is preferred.
• Knowledge of WVU policies, procedures and procedures pertaining to purchasing and budgetary matters preferred.

Responsibilities

• Payroll validation and reconciliation.
• Manage schedule lines and labor distribution adjustments (LDAs) requests submitted by the HSC Research Office and work with WVU Shared Services to resolve issues.
• 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.
• Manage pay element requests including submission, termination, and reconciliation.
• Manage the hire and termination process.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Assists in the completion of annual surveys, including but not limited to, the America Association of Colleges of Pharmacy (AACP).
• 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.
• Calculates budgets and prepares Foundation billing account authorization for submission to sponsored research accounting.
• 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.
• Analyzes present and historical financial data, trends and costs, administrative commitments and obligations incurred to provide forecasts and to prepare the annual budget.
• Responsible for reviewing and approving transactions in Mountaineer Marketplace and the state and foundation Chrome River systems.
• Responsible for quarterly reporting of Unrecorded Assets and Liabilities, IT Subscriptions, and Employer Provided Housing and Gift Cards to the appropriate internal department.
• Develop and maintain procedure documents for internal use within the EBO for processes this position manages.
• Coordinate day-to-day accounting operations to ensure accuracy, efficiency, and compliance with School and University processes and procedures.
• This position will cross-train with others in the EBO to provide temporary support as needed.
• Prepare ad hoc analysis, reconciliations, and reports as requested by the AD of Finance, leadership of the school or University, or others as needed.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level