(Hybrid) Accounting Assistant - Global Affairs

The Office of Global Affairs at West Virginia University is currently accepting applications for an Accounting Assistant.

About the Opportunity

The Accounting Assistant (CL) will actively participate in all financial aspects of faculty-led programming. Global's post-COVID target is to offer 75 programs, 750 travelers and $3.75 million in annual break-even revenue. This position directly reports to the Global Affairs Strategic Business Advisor. Daily, the individual will interact with individual faculty program leaders, as well as academic and administrative departments (WVU Procurement/Payment Services, WVU Shared Service Center, and WVU Foundation). Exhibiting a broad understanding and knowledge of WVU's accounting systems, the incumbent will ensure accurate reporting of individual faculty-led programs as each is reconciled to Education Abroad's (EA) non-central fund. The position provides guidance to all Global Affairs' staff (Administrative, Immigration and Student Programming) to maintain the unit's financial compliance.

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 (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

• Assists/Advises faculty leading academic international or domestic travel-education courses of current financial policies and record-keeping practices. Advances appropriate and preferred university payment methods against a backdrop of cultural and/or international financial customs. This may include the use of WV state and Research Corporation procurement cards, MyExpenses, Mountaineer Marketplace, faculty salary, and cash transactions. Prior to faculty departure, effectively communicates the significance of expenditure approval relating to detailed business purposes and receipt organization. Diplomatically relates the significance of adherence related to the specific program budgets and international currency exchange rates.
• Manages both WV state and Research Corps procurement cards according to PCPS procedures within MyExpenses. Prior to departure, collaborates closely with WVU's Payment Manger/Analysts to identify active cardholders, share program destinations and length of stay, and determine overall credit limits as well as cash withdrawal limit percentages. Reviews the status of outstanding invoices.
• Meets with faculty post-trip to review each faculty member's "eWallet" for state and Research Corps P-Card purchases/cash withdrawals using Chrome River. Assures each expenditure has a defined business purpose and obtains proper documentation. Using currency conversions and translation software, compiles and submits a cash reconciliation to account for all cash expenditures and as necessary solicits and deposits faculty payments. Using MyExpenses completes faculty travel reimbursement.
• Confirms that promised program subsidies were transferred to EA. If required, facilitates these transfers. Oversees the distribution of insurance costs. Completes the Research Corps cash advance transfer between bank accounts and prepares to close each program.
• Responsible for monthly EA three-way fund reconciliation. This position not only independently confirms the SSC fund balance but assures that the sum of each college's departmental activity balance equals this fund balance.
• Unfortunately, MAP doesn't allow for smaller non-research subsets. Therefore, the Financial Program Specialist must:
  
  
  
  • Validate each program's revenue and expenses separate from MAP.
    Match, review and ensure all MAP entries have been correctly recorded on the individual Program Spreadsheets to determine each program's monthly balance.
  • Confirm that any completed programs have been "closed" and that the ending balance has been transferred to the college's departmental activity's summary balance.
  • Determine the summary and individual program balances for each college's departmental activity. Sum and verify that this corresponds to the balance of the college's departmental activity. Resolve inconsistencies.
  • In a timely manner report this reconciliation to the SBA and Director of Education Abroad to assist in future decision-making.
  
  
  
  
• Provides up-to-date information and offers solutions to staff within Global Affairs relating to procurement and payment services. Shares Mountaineer Marketplace and My Expenses' expertise and references the Shared Services Center Knowledge Base, as well as Travel and Pcard manuals. Prompts Global co-workers of budget and corresponding funding. Refines Education Abroad Accounting Guidebook to reflect changes to international, federal, state or university guidance.

Pay Grade: 14

• Associates degree in related field.
• A minimum of two (2) years of experience in the following:
  
  
  
  • Financial and budgeting systems
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All requirements must be met by the time of employment.

Knowledge, Skills, & Abilities

• Possess strong analytical skills necessary to research information, interpret WV/WVU financial policies and procedures, draw logical conclusions, and determine the best ethical course of action.
• Display quality interpersonal skills to establish rapport with faculty, colleagues, university constituents and domestic and international vendors.
• Able to interact and communicate with, as well as assist, individuals from culturally diverse backgrounds.
• Effectively speak, write, calculate, and develop reports.
• Must exhibit exceptional attention to detail.
• Ability to work independently, with a minimum of direction.
• Organize and prioritize numerous assignments to ensure tasks are completed in a timely manner.
• Ability to maintain confidentiality.

Preferred Qualifications:

• International Education and Travel
• Higher Education

Physical Demands & Physical Coordination

• Hybrid assignment. When working at Purinton House, normal office environment housed on second floor. Necessary to climb stairs.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.