(Hybrid) Business and Academic Operations Professional - Department of Psychology

West Virginia University • WV

107d

About The Position

This position provides high-level office management to a complex science unit, reporting directly to the Chair. The major focus for this position is on the business and personnel needs of the department, including fiscal management of State, Research Corporation, Foundation funding and external grants, providing Executive Assistance to the Department Chair, Associate Chair, and unit Directors, coordinating workflow, supervising clerical staff and work-study students, human resources, and payroll.

Requirements

• Bachelor’s degree in accounting or business field.
• A minimum of one (1) year of experience involving accounting experience.
• Complex administrative support experience.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Nice To Haves

• Grant administration experience.
• Supervisory experience.

Responsibilities

• Oversee financial management and daily business operations of the Department of Psychology.
• Guide departmental success within an incentive-based, all-funds budget model.
• Support the Chair by assessing and monitoring expenditures and revenues across diverse funding sources.
• Monitor internal procedures for compliance with institutional, state, federal, and departmental guidelines.
• Serve as departmental financial administrator across central/State, entrepreneurial, WVU Research Corporation, WVUIC, and WVU Foundation funding.
• Participate on the Chair’s leadership and strategic planning committee.
• Represent the Chair in fiscal affairs.
• Optimize departmental resources to assure financial stewardship.
• Develop financial information aligned with annual budget requests.
• Prepare, reconcile, and maintain departmental financial reports.
• Track space, FTE, headcount, and other cost drivers that affect budget and margins.
• Monitor enrollment, course assignments, and teaching loads to project budget impact.
• Review earned revenue to ensure budget targets are met.
• Analyze departmental operations, trends, and commitments.
• Oversee preparation and approval of expenditures, including procurement, contracts, payroll, and special payments.
• Resolve payroll issues through corrective action.
• Post account receivables to ensure accurate University revenue projections.
• Compile statistical data for financial reporting.
• Assist Chair with salary forecasts, retention plans, and merit pay recommendations using market data.
• Prepare faculty incentive salary contracts and verify funding allocations.
• Submit check deposits in compliance with cash handling policies.
• Oversee departmental eCommerce and electronic transfers.
• Document and provide data for institutional financial statements.
• Develop and modify grant budgets.
• Coordinate proposal submissions with University and Foundation offices.
• Share agency and institutional guidelines with faculty.
• Guide faculty through grant procedures.
• Prepare financial reports for grant expenditures.
• Analyze grant spending and monitor burn rates.
• Adjust expenditures to meet award terms.
• Ensure cost-share documentation is accurate.
• Reconcile salary expenses with actual effort.
• Review and collect effort reports on schedule.
• Support faculty with financial reports to agencies.
• Ensure post-award grant compliance.
• Advise faculty on financial policies across WVU entities.
• Direct space allocation and prepare annual space audits.
• Complete bi-annual inventory audits per institutional, state, and federal policy.
• Track unrecorded assets for financial statement inclusion.
• Manage inventory control, disposal, and reporting in line with regulations.
• Advise administrators and recommend strategic actions.
• Provide policy-based guidance on personnel, purchasing, and fiscal matters.
• Liaise with College and University budget and operations units.
• Lead daily operations of the department’s business office.
• Ensure all procedures align with fiscal and administrative policies.
• Coordinate staff and student workflow for efficiency.
• Maintain a supportive and productive office environment.
• Assist with applications for travel and internal grant funding.
• Supervise operations involving IT, shipping, and equipment.
• Purchase supplies and services using procurement systems.
• Organize departmental special events.
• Support the Chair’s calendar, email, travel, and communication needs.
• Screen visitors and calls, and schedule meetings with the Chair.
• Draft complex and confidential documents for Chair’s signature.
• Create and maintain departmental listservs.
• Organize and maintain records and files.
• Identify and act on urgent issues in Chair’s absence.
• Provide general assistance with departmental initiatives.
• Assist Associate Chair and program directors across key departmental units.
• Maintain graduate student files and application records.
• Process memos, offer letters, and visa documentation.
• Coordinate on-campus recruitment efforts.
• Ensure onboarding of new graduate students, including payroll and insurance.
• Monitor graduate progress and graduation eligibility.
• Submit tuition waiver requests for faculty, staff, and students.
• Connect students with funding and prepare necessary documents.
• Assist with advising and logistical tasks as needed.
• Supervise departmental floors and coordinate renovation projects.
• Identify and process surplus items for disposal.
• Manage electronic and physical key distribution.
• Coordinate building maintenance and repair work orders.
• Provide administrative support for key faculty committees.
• Follow procedures and manage candidate materials for Faculty Search Committees.
• Prepare tenure packets, compile evaluations, and maintain records securely for Faculty Evaluation Committees.
• Maintain and provide departmental metrics for official reports.
• Coordinate IT purchasing and setup with technical staff.
• Supervise one full-time employee and multiple student workers.
• Maintain accurate job descriptions.
• Oversee support roles including events, social media, and administrative tasks.
• Handle hiring, training, performance reviews, and disciplinary actions.
• Assign and monitor student worker tasks.
• Request job postings for student positions.
• Ensure task completion meets quality and schedule standards.
• Manage time and leave reporting using MyTime.
• Encourage participation in training and professional development.
• Perform additional tasks 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
• Range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees