(Hybrid) Assistant Director of Administration - Health Affairs Institute

West Virginia University Health Science Center is currently accepting applications for a (Hybrid) Assistant Director of Administration with Health Affairs Institute

About the Opportunity

WVU Health Affairs Institute (HAI) is seeking an Assistant Director of Administration to join our team. The Assistant Director of Administration will be responsible for the facilitation of all project budget activities and provide administrative support for the Health Affairs Institute. This position reports to the Director of Administration.

West Virginia University’s Health Affairs Institute frequently engages in collaborative efforts with West Virginia’s Department of Human Services, Department of Health and Department of Health Facilities. Ideal candidates will have work experience that aligns with the missions of these departments and their corresponding bureaus and offices.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
• 13 paid holidays ( staff holiday calendar )
• 24 annual leave (vacation) days per year
• 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 (this position is a benefits-eligible non-classified staff position)
• 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:

Pre- and Post-Award Administration:

• Provide data and information to assist Health Affairs leadership to measure and improve their administrative and financial performance.
• Maintain control of expenditures in accordance with generally accepted accounting principles (GAAP) and University, WVU Foundation, and State regulations and within budget allocations and available resources.
• Analyze financial data to monitor progress, assure compliance with appropriate requirements and guidelines, and identify problem areas, potential savings, and ways to reduce operating costs, while maximizing cost effectiveness and maintaining the integrity of the Health Affairs Institute fiscal operations.
• Financial oversight of grants and contracts. Consults on pre-award issues relating to budgets and post-award monitoring of expenses
• Compose reports, correspondence and other documents that interpret, implement, or recommend policy for review, approval, and signature of the Health Affairs Institute senior leadership team.
• Support the fiscal, administrative, and informational needs of new missions of the Health Affairs Institute as they evolve.
• Develop contract budgets in collaboration with the Health Affairs Institute Program Development and Management Office (PDMO), with a varying level of complexity, for those partnering with the Health Affairs Institute.
• Assist in the contract submission for all Health Affairs Institutes sponsored projects with a varying level of complexity, for agencies partnering with the Health Affairs Institute.
• Review materials and educate HAI project leadership as needed.
• Assists with the development of and maintains knowledge of grants administration to serve as an advisor to project leadership using the standard Health Affairs Institute scope of work and budget templates.
• Perform analysis and evaluation of data to develop monthly financial reports for all HAI projects and collaborates with HAI project team leadership on project’s budget management progress. Makes recommendations as necessary.
• Manage financial and procurement needs for extramural funded projects with varying levels of complexity in collaboration with the project team leadership.
• Interpret and educate others on Federal, State and WVU regulations, policies and procedures and ensure that institutional and sponsoring agency policies are followed.
• Create program historical data including tracking, burn rates, revenue, trends and future projections.
• Provide guidance and necessary actions for all project status changes and/or extension requests in collaboration with the PDMO.
• Educate HAI project team leadership on managing budgets and cost accounting principles.
• Advise the HAI project team leadership on necessary research compliance issues such as animals, human subjects, and/or biohazards.
• Assist in contract and sub-contract issues with varying levels of complexity related to vendors and subrecipients on Health Affairs Institute contracts. Maintains working relationships with OSP and Procurement throughout the process.
• Monitor and remain knowledgeable of all current agency funding regulations and advise HAI project team leadership.

Other Administration:

• Directly supervises Managers of Administration and Sr. Program Coordinators
• Consult with and advise the Health Affairs Institute Director of Administration on administrative and operational matters relating to the Health Affairs Institute.
• Oversight of payroll functions, accounts payable, accounts receivable, and financial reporting.
• Serves as an advisor on problems associated with business functions (i.e. purchasing, travel, payroll, etc.), detailed expenditure and revenue handling and reporting, detailed budgeting functions, procurement card management, and mountaineer marketplace management, payroll processing.
• Conduct regular staff meetings to ensure compliance with budgetary requirements.
• Develop policies and procedures, in conjunction with the Director Administration, to assure the integrity of the Health Affairs Institute administrative processes.
• Update and maintain effective administrative processes and operating procedures
• Support the service mission for the Health Affairs Institute. Participates in unit assigned team initiatives and goals to increase efficiency in administrative processes.
• Work independently to implement a variety of correspondence and special projects.
• Counsel and train other members within the unit to ensure cross team support.
• Attend meetings, trainings, seminars, etc. for professional development and/or on behalf of his/her supervisor to keep current on the vastly changing grant and contract administration processes.

Qualifications :

• Bachelor’s degree in public administration, business administration or a related field, master’s degree preferred; Or an equivalent combination of education and/or experience.
• A minimum of three (3) years of program management experience. Finance and administrative experience in an extremely demanding academic, healthcare, and/or non-profit environment.
• Knowledge of 2 CFR 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal awards; Generally-Accepted Accounting Principles (GAAP) and Financial Accounting Standards Board (FASB) mandates and amendments to GAAP; laws and regulations set for in the Yellow Book of the Government Accountability Office (GAO); Generally Accepted Government Auditing Standards (GAGAS).
• Expert with Oracle accounting systems, electronic procurement systems, and other pertinent WVU information systems.
• Expert with +kc and all other WVU-installed grants administration information systems or experience in working with similar systems elsewhere.
• Proficient with Microsoft Office and the ability to adapt and quickly learn other computer applications as required.
• Ability to work with and maintain confidential information.
• Supervisory experience with the ability to provide constructive feedback to team members to support continuous improvement and professional development.
• Demonstrated project management experience with exceptional organizational and time management skills.
• Group facilitation, mediation, and conflict resolution skills.
• Skill in organizing resources and establishing priorities.
• Proactive with the ability to anticipate needs, errors, and omissions before they occur
• Attention to quality and detail are essential; flexibility, tact, and responsiveness are required.
• Ability to handle sensitive, confidential information is essential.
• Ability to meet multiple deadlines concurrently.
• Excellent attention to detail, flexible, and adaptable to change.
• Excellent English language oral and written skills.
• Demonstrated ability to present information and respond to questions from groups or individuals.
• Demonstrated ability to create and produce clear, concise communication tools (e.g. reports)
• Demonstrated ability to work in a multidisciplinary team environment and coordinate the participation of team members from various backgrounds.
• Ability to work in a fast-paced environment and meet deadlines under pressure.

• Current certifications for Accounting, Finance, Budgeting, Planning, PHI, Research, and other HIPAA-related certifications
• Certification in Financial Management by the Society of Research Administrators preferred.

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.

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.