Business & Grants Manager

Provides coordination of financial matters to the Chairman and Administrator on a daily basis, which will routinely involve highly sensitive and confidential matters. Performs financial analysis. Generates financial statements, reports, analyses and audits to reflect underlying business activity. Prepares general ledger and miscellaneous income functions. Maintains established database by entering updated data.

This position requires someone who is proactive and has initiative to look beyond the normal scope of the position. They will need to ensure that deadlines, requests and objectives are met on behalf of the department. They will need to exert a calming influence in a fast paced work environment.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. Bachelor's degree AND Three (3) years of relevant experience in an office setting OR;

High School Diploma or equivalent AND Seven (7) years of relevant experience in an office setting.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. One (1) year of Finance or Accounting experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Develops strong relationship with Administrator and managers to help coordinate and monitor financial controls over the department according to approved budget guidelines.

2. Maintains general ledger in order to complete and submit accurate financial data to Administrator, Chairman and managers.

3. Investigates and communicates variance issues to Administrator for WVUM, UHA and State. Develops and submits analytical financial data as needed by Administrator.

4. Assists in coordination of the WVUM, UHA and State budgets. Provides Administrator and Chairman with monthly and quarterly expense reports concerning WVUM expenses, UHA expenses, State expenses and WVU Foundation expenses. Assists in completing and compiling financial support documentation for budget.

5. Generates a quarterly and year-end report of budget versus expended dollars based on reconciliation of budget with the general ledger, for each cost center by account for all sources of income and expenditures.

6. Responsible for processing payments, record keeping and follow-ups and balancing of all ledgers. Sets up ledgers for all accounts using computer software and balances all ledgers.

7. Tracks and maintains CME expenses for Residents, Faculty and APPs; provides updates as needed.

8. Prepares and submits all travel reimbursements, accounts payable requests and purchase orders. Tracks each submission until payment is documented and informs payee.

9. Prepares UHA salary grant contracts for the Department ensuring timely reimbursement for Investigator and staff funding.

10. Reviews requisitions, purchase orders, salary advances and patients refunds. Handles receipt and disbursement of all checks and inventory received.

11. Prepares journal entries charging unit costs to appropriate departments with state account expenses, University telephone expenses, postage, inventoried supplies, transcription charges, etc.

12. Develops Policies and Procedures related to payroll practices for Department. Maintains and prepares all departmental personnel reports and payroll. Maintains/Backups the records and procedures for all payroll systems (WVUM, UHA and State).

13. Provides accounting support to grant funded programs. Maintains Grant Incentive reconciliation worksheet with the SOM Business office; Responsible for overseeing grant funding to ensure salary schedule lines are applied appropriately for all involved.

14. Assists in developing and monitors operating budgets for clinical studies and research protocols.

15. Works closely with Administrator, Research Accounting and faculty PIs to get invoices processed and paid promptly.

16. Prepares and/or reviews appropriate WVU and WVU Research Corp accounts payable documents, verifies vendor registration and acquires necessary documentation such as bids, agreement addendums, service agreements and invoices.

17. Prepares and reviews various purchasing requests and monitor expenses to assure they are in accordance with budget.

18. Reviews, approves and edits credit card transactions to ensure expenditures post to the correct funding and adhere to applicable policies and procedures; Department credit card holder (State and UHA); code transactions to the correct funding and general ledger accounts; upload receipts and submit electronically for reconciliation.

19. Prepares and reconciles miscellaneous income, gift and non-gift deposits.

20. Interprets policies and directs procedures in advising Department personnel in the proper methods of operation, assuring compliance with guidelines invoked by the WVU, SOM, UHA, WVUM, state, federal and international agencies.

21. Participates in programmatic management of grants, contracts, development funds and other funding sources. Monitors grants through use of software applications. Assists investigators with daily issues concerning grant funded projects. Maintains researchers grant incentive & indirect cost funds.

23. Prepares ad hoc reports/dashboards as needed by Chairman or Department Administrator.

24. Prepares Labor Distribution forms if State Salary is charged to the wrong account.

25. Tracks and maintains the Faculty leave system; maintains an Excel worksheet for Faculty and provides monthly detail to each faculty; submits/monitors requests through the WVU MAP system.

26. Tracks and maintains the Resident Leave; provides monthly balances to the Residency team for reconciliation.

27. Faculty and APP Onboarding: Primary department contact for Faculty and APP onboarding; acts as liaison between WVUH Medical Staff Affairs and UHA Provider Relation offices; Processes new hire forms; Oversees credentialing process; Prepares PA Alternate Supervising Physician request for submission to the WV Board of Medicine.

28. Maintains list of Courtesy/Clinical faculty for department; Responsible for annual Reappointment Correspondence.

29. Maintains Effort Reports from Cost and Compliance; verifies salary payments from grant funds and obtains signatures of the individual paid by grant funds to submit to Cost and Compliance.

30. Prepares WVU Deposits; Responsible for providing reconciliation and backup for deposits.

31. Prepares and submits various department invoices; Maintains ledger of transactions for each entity for quick reference for hours works and dollars received.

32. Prepares contracts for WVU RC and UHA for submission to Legal for approval and signatures; Create and submit invoices for procure grant dollars to UHA for faculty and staff salaries/fringes on grants.

33. Serves on department committees.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit for long periods of time.

2. Must possess visual acuity (can be made correctable with lenses) and oral acuity.

3. Manual dexterity is required for frequent use of personal computer, calculator and general office equipment.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1 Normal office environment.

SKILLS AND ABILITIES:

1. Ability to organize and prioritize tasks in order to complete tasks in a timely and professional manner.

2. Good verbal and writing skills preferred.

3. Must possess basic computer knowledge.

4. Proficient skills of Microsoft Office; Knowledge of MAP, Citrix, WebNow, Lawson, preferred

5. Ability to follow oral and written instructions.

6. Excellent customer service skills.

7. Ability to maintain confidentiality.

8. Knowledge of higher education/health services business and accounting principles and math skills preferred.

9. Ability to work independently and exercise independent judgment.

10. Must have the ability to develop a working knowledge of the business operations of WVU Medicine, University Health Associates, West Virginia University, WVU Research Corporation, and WVU Foundation and of their policies and procedures in how it relates to the department.

11. Ability to be proactive and take initiative. Ability to ensure that deadlines, requests and objectives are met on behalf of the department. Ability to exert a calming influence in a fast paced work environment.

12. Knowledge of various funding (State, Foundation, UHA based on budget and mission of the expense).