Hybrid Finance & Business Administrator - School of Pharmacy

About the Opportunity

The School of Pharmacy at West Virginia University is currently accepting applications for a (Hybrid) Finance & Business Administrator.

This position will provide fiscal management and support for daily business office functions for units supported by the shared business office. The role will develop budgets, track financial data, perform budget analysis, prepare financial reports, and implement fund reconciliations. The position requires a proactive, analytical, and collaborative professional capable of navigating complex financial systems and building strong working relationships across the university.

It is a hybrid position that primarily supports the School of Pharmacy, but may also support the School of Public Health, Health Affairs Institute, and School of Pharmacy units. Onsite presence is required on average three days per week, with additional in‑person attendance for team or school/unit meetings and events as needed.

• 37.5‑hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year for illness or caring for sick family or personal medical appointments (family includes immediate relatives, in‑laws, and others in the same household)
• Health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match; eligibility to continue health insurance and other retiree perks. For more retirement benefits information, see retirement health insurance benefits, retirement income, and FAQs.
• Wellness programs

• Payroll validation and reconciliation.
• Manage schedule lines and labor distribution adjustments (LDAs) requests submitted by the HSC Research Office and work with WVU Shared Services to resolve issues.
• Calculate and transfer fringe expenses related to LDAs; understand the University’s fringe calculation and transfer process and keep it updated on changes. Check fringe calculations and transfers completed by the Shared Services Center for completeness and accuracy, and investigate and resolve any issues or questions.
• Manage pay element requests including submission, termination, and reconciliation.
• Manage the hire and termination process.
• Coordinate effort reporting between the Cost and Compliance Office, faculty, department admins, and the HSC Research Office to ensure reports are distributed, signed, and returned promptly.
• Manage scholarship process by coordinating with senior leadership in the School and WVU Financial Aid; complete subsequent transfers to charge correct funding and reimburse default scholarship funding.
• Stay updated on the Research Incentive Policies and assist in the preparation of the bi‑annual research incentive calculation for faculty, including communications to faculty, processing transfers, and submitting payroll requests.
• Develop strong relationships and serve as liaison between senior management and WVU financial offices (Shared Services, Finance, HSC Research Office, Office of Sponsored Programs, etc.) to facilitate fiscal operations.
• Create and update detailed reconciliations for state and WVU Foundation accounts and distribute reports for state and WVU Foundation funding on a regular basis.
• Coordinate month‑end variance analysis as required by the University budget office; use knowledge of current accounts, activity, balances, and impact on other accounts.
• Complete financial or institutional project activities as assigned by the Assistant Dean (AD) of Finance/Chief Business Planning Officer and other senior administrators, as approved by the AD of Finance.
• Review variance budget reports through WVU financial systems (e.g., MAP, MyReports) and recommend corrective measures to fund managers for over‑expenditure or incorrectly coded items.
• Assist in completing annual surveys, including but not limited to the America Association of Colleges of Pharmacy (AACP).
• Manage communications and requests in the business office vanity account, responding to requests and forwarding messages to appropriate parties.
• Calculate budgets and prepare Foundation billing account authorization for submission to sponsored research accounting.
• Remain updated on…