(Hybrid) Finance & Business Administrator - School of Pharmacy

West Virginia University•West Virginia, WV

3d•Hybrid

About The Position

The Finance & Business Administrator provides fiscal management and support for the daily business office functions of units served by West Virginia University’s shared business office. The position primarily supports the School of Pharmacy and may also support the School of Public Health and the Health Affairs Institute. It develops budgets, tracks and analyzes financial data, prepares reports, reconciles funds, and coordinates day-to-day accounting operations to support accuracy, efficiency, and compliance with School and University procedures. This role works with faculty, staff, senior administrators, WVU financial offices, and external parties to facilitate fiscal operations. It manages payroll-related processes, financial reconciliations and reporting, scholarship and research-incentive processes, invoices and deposits, purchasing-system transactions, and other accounting and budget activities. The position also prepares forecasts and annual budgets, maintains procedure documentation, conducts requested analyses, and may coordinate projects assigned by the Assistant Dean of Finance/Chief Business Planning Officer or other senior administrators. This is a hybrid position requiring onsite presence an average of three days per week, as well as in-person attendance at applicable team, School, or unit meetings and events. The role may cross-train with other employees in the business office and provide temporary support as needed.

Requirements

Bachelor’s degree in business, accounting, finance, or a related field.
At least three years of business systems experience.
At least three years of general finance or accounting experience.
An equivalent combination of related education and experience may be considered; all qualifications must be met by the time of employment.
Ability to exercise sound judgment, analyze moderately complex accounting problems, and determine solutions.
Ability to work independently or with little supervision, remotely or in person.
Clear oral and written communication skills.
Ability to establish and maintain effective relationships and deal tactfully with faculty, staff, students, organizational units, and external agencies.
Ability to plan, organize, and prioritize work.
Accounting skills and a thorough knowledge of general accounting and budgeting.
Proficiency with software, including Microsoft Excel; advanced Excel skill is required, with general knowledge and basic skill in Microsoft Word.
Skill in accurate preparation and review of payroll and budgets.
Strong communication and customer service skills.

Nice To Haves

Master’s degree in accounting or business administration.
Certified Public Accountant (CPA) licensure.
Experience with university and state accounting systems.
Knowledge of WVU policies and procedures relating to purchasing and budgetary matters.

Responsibilities

Validate and reconcile payroll.
Manage schedule-line and labor-distribution adjustment requests, working with WVU Shared Services to resolve issues.
Calculate and transfer fringe expenses related to labor-distribution adjustments; verify calculations and transfers for completeness and accuracy, investigate discrepancies, and stay current on process changes.
Manage pay-element requests, including submission, termination, and reconciliation.
Manage hiring and termination processes.
Coordinate effort reporting among the Cost and Compliance Office, faculty, department administrators, and the HSC Research Office, ensuring reports are distributed, signed, and returned on time.
Coordinate the School’s scholarship process with senior leadership and WVU Financial Aid, and complete transfers to charge the correct funding and reimburse default scholarship funding.
Stay current on Research Incentive Policies and assist with biannual faculty research-incentive calculations, communications, transfers, and payroll requests.
Build relationships and serve as a liaison between senior management and WVU financial offices, including Shared Services, Finance, the HSC Research Office, and the Office of Sponsored Programs.
Prepare detailed reconciliations for state and WVU Foundation accounts and distribute funding reports as needed.
Coordinate month-end variance analysis required by the University budget office.
Complete financial and institutional projects assigned by the Assistant Dean of Finance/Chief Business Planning Officer and approved senior administrators, including defining project scope, planning actions, and coordinating assigned staff.
Review variance budget reports in WVU financial systems and notify fund managers of over-expended or incorrectly coded budget items, recommending corrective measures.
Assist with annual surveys, including surveys conducted by the American Association of Colleges of Pharmacy (AACP).
Manage communications and requests in the business office vanity account by responding promptly or forwarding messages to the appropriate party.
Calculate budgets and prepare Foundation billing account authorizations for submission to sponsored research accounting.
Monitor active memoranda of understanding and co-funding agreements; prepare and distribute invoices, obtain necessary information, resolve questions, create miscellaneous receipts, and manage invoice deposits.
Analyze current and historical financial data, trends, costs, commitments, and obligations to prepare forecasts and the annual budget.
Review and approve transactions in Mountaineer Marketplace and the state and Foundation Chrome River systems.
Prepare quarterly reports on unrecorded assets and liabilities, IT subscriptions, and employer-provided housing and gift cards for the appropriate internal department.
Develop and maintain internal procedure documents for processes managed by the position.
Coordinate daily accounting operations to ensure accuracy, efficiency, and compliance with School and University processes and procedures.
Cross-train with other business office staff and provide temporary support as needed.
Maintain a general understanding of WVU systems, including Oracle, Mountaineer Marketplace, Chrome River, and Applaud; use advanced Microsoft Excel skills and basic Microsoft Word skills.
Prepare ad hoc analyses, reconciliations, and reports as requested by the Assistant Dean of Finance, School or University leadership, or others.
Apply knowledge of general accounting and budgeting in daily work.
Collaborate and communicate with shared business office colleagues and internal and external customers to complete work and projects efficiently and on time.
Attend department, School, and University meetings and trainings as needed or requested.