(Hybrid) Regional Accounts Receivable & Grants Budget Analyst - WVU Tech & WVU Potomac State College

West Virginia University

18h•Hybrid

About The Position

The Regional Accounts Receivable (AR) & Grants Budget Analyst provides strategic and operational leadership over all receivables activities and post award grants financial management within the WVU Regional Campuses. This role ensures accurate and timely billing, collections, cash application, and revenue recognition; leads compliance and financial reporting for sponsored projects; and builds robust internal controls and process improvements aligned with University, state, and federal requirements. Dually reporting to the WVU Potomac State College (PSC) and WVU Tech Business Planning Officers, the manager partners with central WVU offices (e.g., Shared Services, Sponsored Projects Administration, Revenue Management, Student Financial Services, Treasury Operations) and unit leadership to safeguard assets, optimize cash flow, support faculty and researchers, and deliver decision quality financial insights.

Requirements

Bachelor's degree in accounting, finance, or related discipline
A minimum of three (3) years of experience in the following: Accounts receivable, grant/contract accounting, or university research administration.
Demonstrated knowledge of GAAP and post award compliance (e.g., Uniform Guidance).
Proficiency with enterprise financial systems/ERPs and advanced Excel skills (lookups, pivots, modeling).
Experience in higher education finance, sponsored projects administration, or a complex, decentralized environment.
Familiarity with cost accounting standards, F&A methodologies, and service center billing.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Demonstrated knowledge and understanding of statutes, regulations, general accounting principles and best practices.
Demonstrated record of excellent written and oral communication skills, including public speaking experience.
Demonstrated ability to work collaboratively in a team as well as independently with little supervision.
Demonstrated ability to operate a personal computer and a thorough knowledge of computerized student information systems - preferably Banner.
Demonstrated experience in working in a small team environment.
Demonstrated experience in managing student housing and real estate leases.
Demonstrated commitment to and record of excellence in customer service.
Demonstrated analytical and problem-solving skills necessary to resolve complex situations.
Demonstrated ability to coordinate a wide variety of tasks and projects taking place simultaneously and prioritize work functions.
Demonstrated ability to understand and follow complex instructions.
Flexibility to adapt to constant change.
Demonstrated mathematical and analytical skills.
Demonstrated ability to document work performed, changes made and reasons for professional judgment decisions.
Demonstrated computer skills, including but not limited to, Word and Excel.
Demonstrated skills in areas related to service, curiosity, respect, accountability, and appreciation

Responsibilities

Oversee end to end AR lifecycle: customer set up, invoicing, statements, collections, cash application, credit memos, and write offs in the University’s financial systems (e.g., ERP, subledgers).
Ensure accurate revenue recognition and deferral schedules in accordance with GAAP and applicable WVU policies.
Coordinate with departments for chargebacks, external customer billing (e.g., service centers, testing labs, continuing education), and interdepartmental reconciliations.
Lead month end and year end AR close processes, account reconciliations, and supporting schedules for audits.
Assist with the development and implementation of policies and procedures for areas of responsibilities to ensure the University is compliant with Federal, State, and local regulations.
Work with the Student Financial Services (SFS) Hub, Enrollment Services, Academic Affairs and Student Experience to ensure a cooperative atmosphere and to coordinate assistance between units.
Oversee SFS payment operations including student, foundation, scholarship, auxiliary, department, and third- party payments.
Resolve complex problems, develop, and implement crisis intervention strategies.
Participate and lead cross training of Revenue Management functions.
Participate in job-related continuing education, webinars, professional development and workshops required to maintain up-to-date knowledge of federal, and/or state regulations.
Bring to management's attention critical problems requiring immediate attention.
Responsible for understanding, interpreting, and implementing federal, state and University policies and procedures and ensuring corresponding guidance is properly communicated.
Responsible for implementation and oversight of e-commerce sites and monthly reconciliations.
Coordinate with the WVU Real Estate Office for commercial and residential real estate leases.
Responsible for budget support including tuition and all revenue projections.
Oversee the submission of annual tuition and fee proposals to the Board of Governors, including revenue projections, market trends, coordination with units across campuses for proposals, etc.
Support the Registered/Not Paid (RNP) process and resolution of issues.
Ensure and train compliance to established WVU Cash/Credit Card/Check Handling Procedures.
Advise other departments on best practices and work to establish appropriate checks and balances to secure funds.
Oversee fund handling compliance for both campuses. handling compliance and receipts.
Update revenue recording systems as needed; record daily sales; run balancing reports.
Coordinate with the HUB and Development Office related to Foundation Scholarship funds.
Manage imprest funds records; request/liquidate imprest funds.
Report monthly sales and occupancy tax.
Assist with providing annual 1099 information and Unrelated Business Tax Reporting.
Anticipate and analyze operations and management information needs and respond by outlining operational and managerial reporting needs. Produce informational reports on an as needed or periodic basis as determined by operational needs.
Serve as the unit’s liaison for pre- and post award financial administration across federal, state, industry, and WVU Foundation awards.
Work with the grant PI to develop award budgets; monitor expenditures, encumbrances, and cost share; review allowability, allocability, and reasonableness in alignment with 2 CFR 200 (Uniform Guidance), sponsor terms, and WVU policy, and take necessary action to ensure grant expenditures are in compliance.
Act as primary liaison with the WVU Office of Sponsored Programs (OSP) and the WVU Foundation.
Prepare financial reports.
Partner with PIs and department administrators to provide projections, burn rate analysis, and guidance on rebudgeting, no cost extensions, and closeouts.
Coordinate with Sponsored Projects Administration for compliance, audits, and resolution of complex award issues (e.g., program income, participant support costs, subrecipient monitoring, F&A).
Processing foundation transactions to include DBA requests and modifications.
Prepare monthly portfolio statements for foundation funds.
Monitor Foundation fund activity and work with unit leaders to ensure funds are maximized fully to donor expectations.
Design and maintain internal controls, SOPs, and desk guides; enforce segregation of duties and documentation standards.
Lead or participate in cross functional projects to streamline AR and grants workflows, automate reporting, and strengthen data quality.
Use professional judgment and maintain professional demeanor at all times in an often emotional and high-volume environment.
Assist with hiring and mentoring new staff, training, and supervision.
Produce dashboards and management reports for aging, cash forecasting, award health, and compliance indicators.
Support internal/external audits and sponsor reviews; remediate findings and drive continuous improvement.
Communicate proactively with faculty, unit leadership, central finance, and sponsors to resolve issues and align on priorities.
Other Duties as assigned at the discretion of the Regional Chief Business Planning Officer, WVU PSC Business Planning Officer, and WVU Tech Business Planning Officer based on operational and campus needs.