Business & Grants Manager

About the role

This position involves coordinating financial matters for the Chairman and Administrator, performing financial analysis, generating financial statements, and maintaining databases.

Responsibilities

• Develops strong relationships with Administrator and managers to coordinate and monitor financial controls.
• Maintains general ledger and submits accurate financial data to Administrator, Chairman, and managers.
• Investigates and communicates variance issues to Administrator.
• Generates analytical financial data as needed.
• Coordinates WVUM, UHA, and State budgets.
• Provides monthly and quarterly expense reports and assists in completing and compiling financial support documentation.
• Processes payments, record keeping, and follow-ups; sets up ledgers for all accounts using computer software and balances all ledgers.
• Tracks and maintains CME expenses for Residents, Faculty, and APPs; prepares updates as needed.
• Prepares and submits travel reimbursements, accounts payable requests, and purchase orders.
• Traces each submission until payment is documented and informs payee.
• Prepares UHA salary grant contracts for the Department ensuring timely reimbursement for Investigator and staff funding.
• Reviews requisitions, purchase orders, salary advances, and patients refunds.
• Handles receipt and disbursement of all checks and inventory received.
• Prepares journal entries charging unit costs to appropriate departments with state account expenses, University telephone expenses, postage, inventoried supplies, transcription charges, etc.
• Develops and monitors operating budgets for clinical studies and research protocols.
• Works closely with Administrator, Research Accounting, and faculty PIs to process invoices promptly.
• Prepares and reviews appropriate WVU and WVU Research Corp accounts payable documents, verifies vendor registration, and acquires necessary documentation.
• Prepares and reviews various purchasing requests and monitors expenses to ensure they are in accordance with budget.
• Reviews, approves, and edits credit card transactions to ensure expenditures post to the correct funding and adhere to applicable policies and procedures.
• Prepares and reconciles miscellaneous income, gift, and non-gift deposits.
• 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.
• Participates in programmatic management of grants, contracts, development funds, and other funding sources.
• Maintains Grant Incentive reconciliation worksheet with the SOM Business office; oversees grant funding to ensure salary schedule lines are applied appropriately for all involved.
• Assists investigators with daily issues concerning grant-funded projects.
• Maintains researchers' grant incentive & indirect cost funds.
• Prepares ad hoc reports/dashboards as needed by Chairman or Department Administrator.
• Prepares Labor Distribution forms if State Salary is charged to the wrong account.
• Tracks and maintains the Faculty leave system; provides monthly detail to each faculty; submits/monitors requests through the WVU MAP system.
• Tracks and maintains the Resident Leave; provides monthly balances to the Residency team for reconciliation.
• Facilitates 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.
• Maintains list of Courtesy/Clinical faculty for department; responsible for annual Reappointment Correspondence.
• 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.
• Prepares WVU Deposits; responsible for providing reconciliation and backup for deposits.
• Prepares and submits various department invoices; maintains ledger of transactions for each entity for quick reference for hours worked and dollars received.
• Prepares contracts for WVU RC and UHA for submission to Legal for approval and signatures; creates and submits invoices for procure grant dollars to UHA for faculty and staff salaries/fringes on grants.
• Serves on department committees.

Requirements

Minimum Qualifications:

• 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.

Experience:

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

Qualifications

Education, Certification, Experience, and/or Licensure:

• 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.

Experience:

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

Skills and Abilities

• Ability to organize and prioritize tasks in order to complete tasks in a timely and professional manner.
• Good verbal and writing skills preferred.
• Basic computer knowledge.
• Proficient skills of Microsoft Office; Knowledge of MAP, Citrix, WebNow, Lawson, preferred.
• Ability to follow oral and written instructions.
• Excellent customer service skills.
• Able to maintain confidentiality.
• Knowledge of higher education/health services business and accounting principles and math skills preferred.
• Ability to work independently and exercise independent judgment.
• 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.
• 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.
• Knowledge of various funding (State, Foundation, UHA based on budget and mission of the expense).

Physical Requirements

• Ability to sit for long periods of time.
• Must possess visual acuity (can be made correctable with lenses) and oral acuity.
• Manual dexterity is required for frequent use of personal computer, calculator, and general office equipment.

Working Environment

• Normal office environment.

Additional Job Description

• Scheduled Weekly Hours: 40
• Shift: United States of America (Non-Exempt)
• Cost Center: 8240
• UHA Surgery
• Address: 1 Medical Center Drive Morgantown West Virginia
• Equal Opportunity Employer