Accountant- Department of English, Eberly College of Arts and Sciences
The Department of English in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Accountant.
About the Opportunity
This position manages the day-to-day administrative affairs of the Department of English, including fiscal administration, record control, dissemination of policies and procedures, special assignments, and work assignments. Work is all encompassing based on departmental need. Initiates programmatic and individual activities. Serves as liaison in several different areas. Serves as Business Office contact and primary resource contact for faculty, staff, and students. Work affects a major department within a major college and contributes to and ensures the effectiveness of operations and services that have a major impact within the institution. The position oversees the fiscal management of State, Research Corporation, and Foundation funding.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
- 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% 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 You'll Do
This position will oversee the financial management and daily business operations of the Department of English. It is tasked with oversight of responsibilities necessary to successfully manage and thrive in the incentive-based, all funds, budget model for the department.
- Monitors internal procedures for fiscal and administrative compliance by applying institutional, state, federal and departmental guidelines.
- Serves as the departmental financial administrator for the incentive-based, all-funds budget to include central/State, entrepreneurial, WVU research corporation, WVUIC and WVU Foundation funding.
- The position will provide assistance and make recommendations to the Chair in assessing and monitoring expenditures and revenues while maintaining budget control within a complex set of internal and external funding sources.
- Prepares, reconciles, and manages departmental financial reporting.
- Closely monitors space, FTE, headcount, and other expenditure variables which will impact the unit's budget and operating margin. Monitors enrollment, course assignments, and teaching loads, which directly affect unit budgets.
- Closely monitors earned revenue to ensure revenue meets budget demands.
- Analyzes/evaluates departmental operations, trends, costs, commitments, and obligations.
- Oversees preparation of and approval process for all expenditures to include procurement, contracts, payroll, startup, summer support, summer school, Winter session/Maymester, human subject payments and other expenditure types.
- Initiates corrective action for any payroll issues.
- Identifies and posts account receivables to ensure College and University reports accurately reflect estimated revenue projections.
- Compiles statistical data for financial reporting.
- Oversees departmental space allocation and prepares annual space audit.
- Prepares bi-annual departmental inventory audit in compliance with institutional, State and federal policies and guidelines.
- Monitors and documents unrecorded assets for University financial statement inclusion.
- Facilitate departmental external fund management. The incumbent will assist principal investigators with administrative and financial tasks associated with pre-award and post-award grant proposals.
- Pre-Award Duties:
- Budget development/modifications.
- Coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs, and/or the WVU Foundation.
- Post-Award Duties:
- Grant expenditure financial reporting.
- Grant expenditure analysis (burn rates).
- Grant expenditure adjustments.
- Manages office personnel: supervises two employees: (2) Program Assistant II. Responsible for disciplinary actions, training, assigning and reviewing work, performance appraisals and approving of leave for two staff members around other staff schedules. Ensures that all aspects of the departmental staff run effectively and efficiently. Upon need, redefines work duties, reassigns work duties and reassigns secretarial support. Handles problems that may arise between faculty and staff to insure maximum productivity for the department.
- Composes and processes at own discretion confidential and complex correspondence for Chairperson's signature. Prepares reports for review by the Chair, providing authoritative information containing decisions, which tend to establish precedents, and which may commit the department and its Chair to a course of action. Information may include building safety regulations, faculty evaluation procedures, and financial related documents, etc. Signs, as directed, chairperson's name to correspondence, financial items, and other forms.
- Manages the English main office by independently performing a wide variety of complex administrative support duties for this large department. The Department consists of: The Center for Writing Excellence (CWE), Writing Studio (tutoring center), and the West Virginia Dialect Project. The departmental personnel are as follows for the English Department: (35) faculty, (2) staff, (~65) GTAs, (14) annualized or per-course lecturers, and (~12) student workers.
- Acts as a liaison between the Chairperson and faculty. Brings to the Chair's attention critical problems needing immediate action.
- Provides problem-solving support to the Chair, faculty, staff, three Centers/Projects, undergraduate students (~200), and graduate students (~65).
- Assists with the management of classified employment procedures. Hires, interviews, trains, assigns, and reviews work, and prepares job descriptions, for 10-15 student workers in the English Department, and the Writing Studio. Assists the direct supervisor to ensure that relevant aspects of the departmental staff run effectively and efficiently. Upon need, assists in redefining work duties of administrative support. Helps to handle problems that may arise between faculty and staff to ensure maximum productivity for the department and takes a leadership role in cross training of staff.
- Yearly duties include working with the Chair and Faculty Evaluation Committee (FEC) during promotion and tenure. Tracks deadlines for individual faculty annual review, pre-promotion, promotion, and emeritus letters. Helps faculty prepare Promotion and Tenure files for external review either digitally or sent by mail.
- Coordinates and maintains confidential files for office via the WVU shared drive system. Updates and maintains the integrity and confidentiality of files. Maintains up-to-date file of calendars, policies, and procedures.
- Sets up and maintains the supervisor's appointment calendar of activities, reminds the supervisor of scheduled activities, and reschedules appointments as necessary to accommodate unexpected changes in priorities. Attends meetings with (or in place of) department chairperson. Takes notes and reports information to chairperson if need be. Attends all department faculty meetings and prepares minutes from each meeting.
- When necessary, processes procurement card payments and purchase order requests/hospitality expenditures using funds from State, Research Corp, grants, and the WVU Foundation. Responsible for expenditures and payments for the Department of English which includes over 16 workshops, seminars, luncheons, and lectures yearly.
- Prepares and submits requests for travel for faculty, GTAs, visiting and senior lecturers; makes arrangements for Chair or in conjunction with the traveler, prepares expense account/reconciliation, submits expense account to Travel Accounting, ECAS & Provost EBO for reimbursement, posting, resolves problems as they arise through contacts with appropriate personnel/unit. Interprets University travel regulations for faculty, staff, and students. Prepares travel forms for undergraduates who received Undergraduate Enrichment Grants.
- Manages reimbursement procedure for money awarded to faculty and graduate students from the State and Foundation accounts. Identifies undergraduate and graduate students eligible for Foundation awards such as the Allen, Capicola, Crocker, Ludlum, and Ward endowments.
- Works with Chair and search committee on faculty candidate searches. Places ads for positions. Processes incoming applications in accordance with federal, state and university laws, ensuring all appropriate disclosures and forms are sent to applicants via email. Makes travel arrangements and prepares itineraries for candidate visits. Prepares reimbursement forms for candidates, and search committee members.
- Researches and gathers information for the Chairperson and arranges such information in a workable order as directed.
- Collaborates with the college to determine scholarship eligibility and award distributions. Some awards include:
- The Virginia Butts Sturm Scholarship
- Eleanor Tucker Donley Scholarship
- Elsie M. and Ethel M. Jones Scholarship
- Zierold Creative Writing Award
- Outstanding Senior
- Neely Award for Outstanding Sophomore
- Millard Lampell Creative Writing Award
- In collaboration with Program Assistants, responsible for managing contest announcement, submissions, locating judges, and distributing awards. In collaboration with Program Assistants, prepares certificates, orders plaques, and/or distributes department 'swag' to all winners. Some contests include:
- Jon Scott Nelson Creative Writing Contest
- Waitman Barbe Contest
- Russ MacDonald Creative Writing Contest
- Appalachian Writing Award
- Jon Scott Nelson First-Year Writing Award (ENGL 101)
- James Paul Brawner Expository Writing Contest (ENGL 102)
- Professional Writing & Editing Award (ENGL 301, 302, 303, 304, or 305)
Building Supervisor and Other Duties
- Serve as the building supervisor. This entails but is not limited to serving as the point of contact for the faculty, staff, students, Dean's Office, Environmental Health and Safety (EHS), Facilities Management and University Police for routine maintenance, communications to building residents, contractors working in the building, door access through ONITY lock system, suspicious events/acts, threats, and behavior concerns, etc. Utilize the Facilities Management work request system to report issues or to request service.
- Places orders for departmental office supplies, equipment, dealing with vendors, gathering quotes from various vendors, and information processing all necessary paperwork and assigns it to the department location.
- Attend all ECAS EBO, Colson Hall Building Supervisor meetings.
- In collaboration with Program Assistants, coordinates department events including the August Welcome Back Picnic on the Friday of the first week of classes. Other events may include the annual Holiday Party, Fall/Spring Pizza Parties, and the April Awards ceremony. Responsible for all food, reservations, and invitations as well as setup and clean up for the event. Preparing for events such as the Welcome Back Picnic may require shopping for supplies and delivering them to off-site locations. Valid driver's license is required.
Wellness Coordinator for Department
- Distributes monthly bulletins from Wellness Wire
Manage Department List-servs
- Keep the following list-servs up-to-date as faculty and staff are hired/termed:
- English Faculty & Staff
- Full-time faculty
- Faculty Evaluation Committee
- Creative Writing Committee
- Undergraduate Writing Program
- English Majors
- English Department Alumni
- English Graduate students
- English MFA Students
- WVU Summer Seminar
- WVU Writers Workshop
Other Duties as Assigned by Chair
- Bachelor's degree in accounting or business field.
- A minimum of one (1) year of experience involving:
- Complex administrative support
- Supervision - (Preferred)
- Demonstrated ability to problem solve and resolve controversial situations.
- Ability to learn WVU policies and procedures regarding academics, payroll, budget, travel, procurement, and administrative policies for faculty and staff
- Demonstrated ability to carry out assignments without detailed assistance.
- Demonstrated ability to use correct English, grammar, spelling, punctuation, and tone when composing emails, letters, memos, etc.
- Thorough knowledge of budgetary record keeping and file maintenance and confidentiality standards.
- Demonstrated ability to perform basic mathematical functions e.g. percentages, ratios, etc.
- Demonstrated knowledge of computer technology, including word processing, spreadsheets and the ability to learn Oracle and STAR/BANNER.
- Ability to take initiative and work independently, exercising sound professional judgment, and carry out assignments with little or no instruction or supervision.
- Ability to organize information and draw logical conclusions in order to prepare professional reports.
- Demonstrated leadership abilities.
- Demonstrated ability to plan and manage a complex workload in a timely and efficient manner. Ability to multi-task and prioritize.
- Ability to maintain proper attendance and punctuality standards.
- Demonstrated excellent communication skills both orally and in writing.
- Demonstrated excellent customer service abilities to tactfully manage students, faculty, staff and other University units.
- Ability to function as a member of a team.
- Ability to discern critical nature of issues needing immediate attention and to prioritize effectively.
- Ability to maintain confidentiality with respect to all student and personnel information
- Ability to effectively work with a diverse student and workforce population.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
Creating an inclusive, engaged, and dynamic learning environment is core to WVU's academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.
To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.
West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Feb 20, 2024
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes