Department & Grants Manager

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree.

EXPERIENCE:

1. Three (3) years of relevant experience.

2. One (1) year of leadership experience.

3. One (1) year with preparing and managing budgets.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Experience in an academic healthcare setting preferred.

2. Experience with preparing and managing budgets for extramurally funded awards preferred.

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. Financial management of all departmental resources which includes UHA, State, WVU Research Corporation (grants/clinical trials) and WVU Foundation funds. Ensures funds are managed within established guidelines, ensures proper handling and appropriateness of expenditures.

2. Develops, along with Chairman, Vice Chairs and Administrators' annual budgets for departmental funds, which include UHA, State, WVU Research Corporation (grants/clinical trials) and WVU Foundation funds.

3. Directs administrative assistant in preparing monthly UHA accounts receivable invoicing. Ensures all contractual agreements are appropriately invoiced and monitors aging report to ensure payments are received in a timely manner. Directs administrative assistant in any follow up needed.

4. Oversees UHA and WVUH payroll processing for department. Provides direction to departmental payroll processors. Interprets policy and ensures payroll records are submitted timely and accurately.

5. Reviews and authorizes payment requests, travel reimbursements, professional development expenditures, purchase orders, credit card transactions and direct payments.

6. Provides oversight and guidance to investigators or program managers in budget preparation for extramural funding. Directs administrative staff processing payment requests and monitoring grant budgets.

7. Expert Business Officer (EBO) approver for State and WVU Research Corporation procurement card expenditures, WVU MyExpenses and WVU Mountaineer Marketplace. Ensures appropriate use of funds and within purchasing guidelines.

8. Prepares monthly and ad hoc financial reports for Chairman, Vice Chairs, Section Chiefs and Administrator.

9. Manages contractual labor arrangements for locum physicians. Reviews time records and associated expenses for accuracy and appropriateness.

10. Supervises administrative support staff (2 administrative assistants) assigned to business office and financial team in department. Delegates and monitors work. Responsible for all supervisory aspects for these positions including hiring, training and development, performance evaluation and corrective action,

11. Prepares annual resident budget for approximately 100 residents and fellows in training. Ensures appropriate funding sources are assigned and monitors throughout the academic year.

12. Processes monthly physician incentive payments for additional call pay, hospitalist shift payments and various other extra duty contracts.

13. Processes payroll paperwork for newly hired or departing faculty, residents or staff.

14. Interprets policies and directs procedures of administrative staff assuring compliance with UHA, WVUH, WVU, WVU Research Corporation and WVU Foundation.

15. Manages Mission Allocation process and budgets for all sections. Provides guidance in operationalizing projects which may include hiring temporary workers, processing contractual agreements, processing incentive payments or processing expenditures. Assigns administrative support as needed to support the mission projects.

16. Prepares UHA contracts for physician effort on external funding and prepares various reports to external funding agencies in cooperation with internal offices of Sponsored Programs and Sponsored Research Accounting

17. Prepares budget narratives and submits grant proposals.

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. Prolonged periods of sitting.

2. Visual strain may be encountered when viewing computer screens, spreadsheets and other written material.

3. May require moving throughout various areas within HSC, POC and Ruby, requiring use of stairs and elevators.

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. Excellent written and verbal communication skills.

2. Ability to work independently and exercise sound judgment.

3. Ability to organize and prioritize tasks to ensure completion in a timely and professional manner.

4. Flexible and detail oriented.

5. Efficiency in MS Office. Ability to learn and become proficient in MAP, Mountaineer Marketplace, MyExpense, WebNow, Lawson, Stratajazz, Kronos and Ultipro.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.