(Hybrid) Finance & Foundation Administrator - Eberly College of Arts and Sciences Business Office

West Virginia University • West Virginia, WV

5d • Hybrid

About The Position

The Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a (Hybrid) Finance & Foundation Administrator. This position will report to the Eberly College of Art and Sciences (ECAS) Assistant Dean for Finance and will serve as a senior-level professional responsible for the overall operational and administrative functions of the ECAS Business Office (EBO), ensuring efficiency, effectiveness, and alignment with college and institutional goals. The position will provide financial and strategic assistance for a wide range of activities, including fiscal and budget management, compliance and risk management, strategic planning, Foundation fund management and general administration.

Requirements

• Bachelor’s degree in business or related field.
• A minimum of three (3) years of experience in accounting, finance or related field.
• External Fund Accounting (Fiduciary) Experience
• Long term fiscal planning and/or budgeting
• Reconciliation Experience
• Financial management of a significant business operation
• A minimum of three (3) years of customer service experience.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Demonstrated knowledge of generally accepted accounting principles (GAAP), theories and applications.
• Demonstrated strength in budget development, management and strategic planning.
• Demonstrated ability to develop, manage and interpret strategic plans, budgets, financial reports, and other fiscal related documents.
• Excellent oral and written communication skills and can communicate effectively in person as well as through electronic collaborative options such as Teams, Zoom and Slack.
• Demonstrated ability to communicate effectively and appropriately with a wide range of constituents including senior management, faculty, staff, donors, auditors and other impacted groups within and outside of ECAS and WVU.
• Ability to solve problems and make appropriate decisions.
• Effective organizational and time management skills.
• Ability to effectively set deadlines, prioritize tasks, stay organized and meet crucial deadlines.
• Ability to develop and maintain effective working relationships with a variety of constituencies.
• Strong customer service skills.
• Demonstrated ability to learn/navigate student record system (Banner) and financial systems/platforms and be proficient in Microsoft suite of applications (Excel, Word, PowerPoint, Teams, etc.)
• Demonstrated ability to work as a member of a team both in person and virtually.
• Demonstrated ability to supervise employees both in person and remotely.

Nice To Haves

• Master’s degree in a related field.

Responsibilities

• Directly support the ECAS Assistant Dean for Finance (Assistant Dean) on fiscal management and business operations for State, Research Corporation and Foundation funding including budgeting, account maintenance, account analysis, reconciliation, cash handling, cost control, financial reporting and compliance.
• Implement and monitor internal procedures for fiscal and administrative policies impacting ECAS, while remaining in compliance with Foundation, institutional, State, Federal and other agency guidelines. Evaluate effectiveness of fiscal and administrative operations of the EBO and make recommendations. Initiate corrective action as necessary and communicate any concerns as applicable to the Assist Dean.
• Prepare, analyze, and interpret monthly financial reports and submit report activity to Assistant Dean for review. Develop and prepare management reports as requested by the Assistant Dean analyzing financial/fiscal activity, enrollment trends, space allocations, student credit hour production, major credit hour production and other budget metrics.
• Generate and oversee the monthly budget, expenditure, and revenue reports for all budgetary units within ECAS. The reporting comprises of State, externally funded (grants) and Foundation funding. Ensure timely distribution to Chairs, Faculty and Staff.
• Develop systems/processes to manage budgeting, forecasting and financial analysis. Compose reports and correspondence in documenting decisions which establish precedent, and which may commit the unit to a particular course of action.
• Generate and oversee the submission of budget modifications/transfers that are needed to adjust annual operating budgets.
• Submit funding to Facilities Management for capital projects. Monitor all ECAS capital budgets and address issues with the College’s facilities managers and department/unit chairs/directors.
• Serve as a resource to Department Chairs, Directors, and Administrative Staff on resolution of questions and issues pertaining to State, Research Corporation and Foundation funding, EBO processes and general administrative questions.
• Oversee the development, enhancement, and implementation of business and/or administrative systems, policies, and procedures. Assure accurate and consistent recording and disclosure of the financial results of the operation. Interpret and administer WVU, federal, and state policies for and within the college, including implementing and monitoring internal procedures for fiscal and administrative policies to ensure compliance thereto. Prepares and maintains Business Office policies and procedures.
• Serve as a resource to the EBO staff that manage the ECAS sponsored research enterprise (post award management) including the development and management of grant budgets, identifying and establishing cost share commitments, monthly reporting to principal investigators, closing of expired awards, effort reporting and resolution of grant management issues. Works with the Office of Sponsored Programs and Sponsored Research Accounting as needed to facilitate grant management within ECAS.
• Serve as a resource to the EBO staff that manage the payroll activities for 1200 employees within the EBO including payroll budgets, renewal letters, appointment letters, incentive salary requests, and raise process. Serves as a resource in employee relations issues within the Eberly Business Office.
• Manage all aspects of procurement and accounts payable including Mountaineer Marketplace, MyExpenses, procurement credit card program, purchase orders and requisitions, travel and direct pay items. Approve and allocate expenses to funding sources in accordance with federal, state, university, and funding agency guidelines.
• Manage all other fiscal activity in the Eberly Business Office including the distribution of revenue, accounts receivable, equipment inventory, space inventory, and asset management.
• Coordinate central administration requests for information such as but not limited to Financial Statement information, Unrelated Business Income Tax (UBIT), Gift Card Payments documentation and internal/external audit requests.
• Coordinate orientation to EBO processes and procedures for new department Chairs, staff and faculty. Provide functional guidance and training to department liaison, student interns, student workers and temporary employees. Organize and schedule training sessions for EBO and Departmental staff on relevant topics that are required institutionally or are of interest and benefit to the general audience.
• Coordinate with the college web developer the development and maintenance of the Eberly Business Office website.
• Provide guidance, support and supervision to EBO staff that manage and oversee external donor funds and grants. Manage donations from inception to closeout (when closeout is applicable) to include a required audit file and retention requirements. Partner with the WVU Foundation accounting unit in life cycle management of ECAS accounts. Facilitate ECAS Development in focusing on fund management, contributing to the financial goals of the College and University. Make recommendations to the College leadership on investment, timing, and utilization of funding.
• Assist faculty, staff, and college administrators across twenty-seven departments/units with the management of allocated Foundation funding. The oversight provided by this position serves to utilize externally donated funds efficiently and appropriately.
• Coordinate and supervise EBO staff that are managing Foundation resources. Oversee the appropriate expending of Foundation resources ensuring donor restrictions are followed along with all applicable polices and procedures. Assist EBO staff with the review of donor restrictions and provide guidance/suggestions on opportunities to edit the restrictions to better utilize funding.
• Oversee the monthly reporting on Foundation resources and the timely distribution of reports to college and departmental leadership and staff.
• Coordinate the work and schedule of EBO staff supporting the management of ECAS scholarship programing to ensure timely awarding of scholarships and fellowships to support recruitment and retention efforts within ECAS.
• Other duties and 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%25 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.
• Wellness programs

What This Job Offers

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