Business Analyst - Dean's Office

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree in Business, Finance, Accounting, or related field.

EXPERIENCE:

1. Two (2) years of experience as a Business Analyst in a complex organization with multiple budget units.

PREFERREDQUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Master's degree in Business, Finance, Accounting, or related field.

EXPERIENCE:

1. Two (2) years of experience as a Business Analyst in an Academic Medical Center with a working knowledge of faculty compensation plans.

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. Develop processes to ensure the timely and accurate processing of employees' compensation as well as facilitate routine payroll requests, including one-time payments, which requires obtaining proper authorization for payments made to employees and the processing of appropriate paperwork within the established guidelines of WVU Medicine, West Virginia University, WVU Research Corporation, and WVU Foundation.

2. Utilizes the WVU MAP system to create, confirm, and make changes, as appropriate, to employee schedule lines and labor distributions. Additionally, this position will utilize the MAP system to research and analyze inquiries made by SOM leadership.

3. Maintain an all campus real-time faculty database that will capture all components of salary as well as identify current funding sources to support those salaries. The database is used for a variety of SOM tasks, including preparation of faculty contracts and risk management assessment.

4. Collaborates with faculty leaders and department administrators to track financial obligations pertaining to SOM start-up/recruitment packages and monitors use of associated funds and adherence to identified annual budget. Regularly consults with the SOM Finance Manager to resolve budgetary issues.

5. Responsible for the accounting and administration of the SOM Basic Science Salary Plan and Grant Incentive program. Develops and distributes reports of incentive plan allocations. Timely adjusts salaries and incentive payments as dictated by changes pursuant to approved Plan guidelines and changes in funding. Assists departmental administrators with the appropriate budgeting of grant incentive dollars and the reconciliation of same.

6. Notifies SOM leadership and affiliates of employee, (including Courtesy appointment), onboarding, salary changes, FTE changes, leaves of absence, or termination in a timely manner.

7. Issues all WVU State contracts in a timely manner (according to WVU established deadlines) and manages the collection of same. Understands the importance of the timely collection of contracts relative to medical malpractice coverage.

8. Serves as a resource and contact for SOM faculty leaders and departmental administrators relative to payroll issues.

9. Responsible for the budgetary master roster of School of Medicine personnel, including WVU Medicine, West Virginia University, and WVU Research Corporation employees. Works collaboratively with Departmental Administrators to track changes and funding sources in a timely manner.

10. Assists the SOM Assistant Dean, School of Medicine with the administration of the faculty compensation plans specific to each department/unit.

11. Assists the SOM Assistant Dean, School of Medicine with the faculty offer letter approval process.

12. Responds to external compensation surveys including, but not limited to the AAMC (Association of American Medical Colleges) and Sullivan Cotter. Looks for opportunities to broaden our survey base and develop metrics/comparisons with other peer institutions. Provides analysis of surveys to assist with the administration of faculty compensation plans.

13. Oversees the semi-annual WVU Effort Reporting process. This process will include all components of faculty salaries, and this position works with affiliates to provide accurate and timely effort reports that are regulatory compliant in response to both internal and external parties inquiries.

14. Acts as a primary liaison with the planned WVU Shared Service Center in addressing SOM payroll issues.

15. Develops work flows to maximize the performance and efficiency of the SOM Dean's Office. Must recognize the reporting needs of the School of Medicine, analyze available information, involve appropriate affected parties, and work proactively to deliver a useful tool to affected parties.

16. Takes an active role in monthly Administrator meetings to provide updates to departmental administrators and to conduct training when necessary on new tools and processes.

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. Sitting at a desk for extended periods of time.

2. Working on a computer for extended periods of time.

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. Standard office setting.

SKILLS AND ABILITIES:

1. Ability to plan, coordinate, and complete assignments accurately with minimal supervision.

2. Effective interpersonal skills.

3. Excellent written and oral communication skills.

4. Effective time management and organizational skills

5. Work independently as well as in a team environment.

6. Analytical and problem solving skills.

7. Proficient computer skills, specifically, Microsoft Office Suite.

8. Experience with managing databases, preferably Access, and the ability and willingness to evaluate database tools

9. Experience with compensation plans.

Additional Job Description:

POSITION DESCRIPTION

JOB TITLE & CODE:

Business Analyst

DEPARTMENT:

WVU School of Medicine

REPORTS TO:

Administrator Director, School of Medicine Dean's Office

FLSA STATUS:

Exempt

POSITION SUMMARY: This position is responsible for appropriate use of resources from all sources for the WVU School of Medicine. Duties will include accurate and timely processing of accounts payable and accounts receivable transactions, database management, contract maintenance relative to agreements with both internal and external parties, surveys from external parties and various internal audits, such as space and computer inventories.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.

Bachelor's degree in Business Administration, Finance, or Accounting or related field.

EXPERIENCE:

1.

1-2 years of experience in budgeting and financial analysis.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1.

Prior experience as a Business Analyst in an Academic Medical Center.

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.

Position will process various accounts payable transactions. Position will analyze the need for renewal of vendor contracts and report findings to the SOM Administrative Director. Position will track relative written agreements for each and communicate with all relevant parties, both internal and external.

2.

Position will process various accounts receivable transactions, including oversight and tracking of all necessary documentation for processing. Position will ensure the timely processing of revenues to appropriate entities..

3

Position will assist with the preparation of the annual Graduate Medical Education (GME) required program expenditures in collaboration with the SOM Dean's Office and the SOM Vice Dean of Medical Education. This task includes but is not limited to continuing medical education allowances, and recruitment budgets.

Position's GME Duties include:

• Position will process reimbursements from outside entities who provide funding support for Residents' salary and fringe costs, such as the Veteran's Administration.
• Position will work collaboratively with the GME Program Director to ensure all Residents are on-boarded in a timely and efficient manner. Issues all Residents WVU State contracts and Notices of Appointments in a timely manner (according to WVU established deadlines) and manages the collection of same.
• Position will review and process invoices for the GME unit and will participate in the creation of contracts and agreements in collaboration with the SOM Dean's Office.
• Position will provide guidance to Residency Program Managers relative to the WVU Residents' Notice of Appointment process.
• Position will proactively familiarize the GME Central Office with updates/changes to existing WVU policies and procedures as well as those of WVU's affiliated parties.
• Position will provide basic training to newly hired GME Program Managers.

4.

Position will process WVU student awards as directed by the SOM Administrative Director.

5.

Position will handle UME negotiated contracts including the oversight for student apartment rentals, software, etc.

6.

Position will complete SOM internal surveys including the bi-annual WVU space survey and the annual computer survey.

7.

Position will provide administrative oversight of the Asset Inventory process - responding to inquiries in a timely manner.

8.

Position will analyze equipment needs and provide recommendations to the SOM Administrative Director for equipment needs for the SOM Dean's Office and its various units.

9.

Position will prepare the annual budgets for the SOM Clerkships, track expenses and provide solutions for budget variances.

10.

Position will be the key contact for the WVU e-commerce module and conduct training and provide guidance to departments as needed.

11.

Position will attend in-house training to stay abreast of new developments/budgeting systems used by WVU and its affiliated parties.

12.

Notifies WVU and SOM leadership of employee changes, (including Courtesy appointment), to include but not limited to onboarding, salary changes, FTE changes, leaves of absence, or termination in a timely manner.

13.

Key point of contact for the semi-annual WVU Effort Reporting process. This process will include all components of faculty salaries, and this position works with affiliates to provide accurate and timely reports that are regulatory compliant in response to both internal and external parties.

14.

Position will provide oversight and assist as necessary with the purchasing card (Pcard) process for the Medical Education unit. This includes both WVU and WVU Medicine Pcards.

15.

Takes an active role in monthly Basic Science Administrator meetings to provide updates to departmental administrators and to conduct training, when necessary, on new tools and processes.

16.

Acts as a primary liaison with the WVU/HSC Shared Service Center in addressing SOM payroll issues such as pay element (lump sum) corrections.

17.

Other duties as assigned

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.

Sitting at a desk for extended periods of time.

2.

Working on a computer for extended periods of time.

3.

Position may use a hybrid-model work environment after a successful probationary period.

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.

Standard office setting

SKILLS AND ABILITIES:

1.

Ability to plan, coordinate, and complete assignments accurately with minimal supervision.

2.

Effective interpersonal skills.

3.

Excellent written and oral communication skills.

4.

Effective time management and organizational skills

5.

Work independently as well as in a team environment.

6.

Analytical and problem-solving skills.

7.

Above-average computer skills, specifically, Microsoft Office Suite.

Date Reviewed/Revised: 2/8/26

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.