Accountant- Department of Chemistry, Eberly College of Arts and Sciences
The Department of Chemistry in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Accountant.
About the Opportunity
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 and Director of Graduate Studies, coordinating workflow, supervising clerical staff and work-study students, human resources, and payroll.
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 Chemistry. 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.
Main office: Oversee the daily operations of the department's main business office. Monitor internal procedures to ensure that all fiscal and administrative policies are consistent with institutional, state, and federal guidelines. Coordinate workflow of the department to ensure clear communication of appropriate tasks for staff and students. Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment. Assist faculty and students in the application process to apply for College and University travel funds and other internal grants. Supervise and facilitate main office operations including telecommunications, information technology (IT), shipping and receiving, and office equipment. Has purchasing authority in Mountaineer Marketplace and/or a Procurement Card to obtain office supplies, catering services, office equipment, etc. as needed in the performance of assigned duties.
Executive Assistant to the Department Chair: Support WVU-related work activities of the incumbent Department Chair. Manage and coordinate the Chair's calendar, email, and travel schedule. Screen visitors and phone calls, and schedule meetings and appointments in consultation with the Chair. Compose routine and complex documents, including confidential correspondences, requiring knowledge of programs, procedures, and practices, for the chair's signature. Create and maintain listserv for email correspondence with all faculty and staff by the employee and supervisor. Attend faculty meetings. Maintain organized filing system of departmental records. Identify, in the Chair's absence, any items that require action and initiate such action. Provide general support for Chair and departmental initiatives, including by performing other duties as assigned.
Graduate program coordinator: Provide administrative support to the Director of Graduate Studies and the Graduate Studies Committee. Create and maintain graduate application files for 70-80 current graduate students and all new applicants for the PhD program. Process and continuously update all correspondence such as memos, offer letters and Visa-related documents. Coordinate and oversee on-campus recruitment activities. Ensure that incoming graduate students are on payroll, have necessary insurance information, and become acclimated as quickly as possible in the department. Monitor the graduation process to ensure that the graduate students complete all of the requirements to receive their PhD and master's degrees. On an "as needed" basis, advise graduate students regarding registration, graduation, scholarships. Prepare and submit tuition waiver requests for faculty, staff and students. Monitor university graduate application software (TargetX) and provide periodic emails to applicants with incomplete applications. Create and maintain an electronic filing system for graduate program records.
Departmental governance: Provide administrative support for faculty committees including faculty search committees, faculty evaluations committee, and accreditation and assessment reports committee.
- For faculty search committees, duties include assisting with protocols and procedures, compiling and distributing application materials and confidential candidate files.
- For faculty evaluations, duties include preparing Promotional and Tenure packets for external review, compiling faculty evaluations and submitting to Eberly College, and maintaining personnel files for current and former departmental faculty, with appropriate security measures and control of access to confidential files of the department.
- For accreditation and assessment reports committee, duties include maintaining and providing departmental data and metrics needed to complete specific reports.
- For visiting committee, duties include coordinating meetings, events, and communication.
Supervisory activities: Directly supervise one full-time employee and student workers. Develop and maintain an accurate job description for the employee. Oversees instructional support, event planning, social media support and administrative and other responsibilities of Administrative Secretary Senior. Responsible for hiring, professional development, firing/disciplinary actions, and performance reviews of all office personnel, including student worker positions. Identify tasks for student workers to accomplish in the interests of the Department and supervise the completion of those tasks. Request posting of student worker positions. Ensure work is proceeding on schedule and that it meets quality/quantity standards. Manage the time and leave reporting system - MyTime. This includes ensuring that all leave requests and time card punches are accurate and approved for all supervised employees. Participate and encourage participation in training and professional development sessions to enhance job performance.
- Requires a bachelor's degree in accounting or business field.
- A minimum of one (1) year of experience involving:
- Complex administrative support
- Grants administration (preferred)
- Supervisory (preferred)
- Demonstrated ability to create and manage budgets
- Demonstrated knowledge of payroll and budget regulations and policies which govern them
- Demonstrated ability to manage an office
- Ability to understand external grant administration and proposal development
- Demonstrated ability to utilize basic business office software such as the Microsoft Office suite
- Ability to learn University policies and procedures
- Ability to manage payroll & grants accounting
- Ability to supervise
- Ability to plan and complete both short-range and long-range projects for the supervisor.
- Highly self-directed and self-motivated with the ability to multi-task in a fast-paced environment.
- Demonstrated excellent oral and written communication skills
- Demonstrated ability to create and analyze data
- Demonstrated excellent customer service skills
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