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The position supports the development and implementation of strategic initiatives by assisting with the creation of comprehensive program plans and projects for key organizational initiatives. Responsible for leading a project team (or teams) on organizational wide mid-to-low risk projects affecting multiple people within a limited number of areas/departments. May also be responsible for overall project management of smaller scale projects.
Responsible for planning, directing and coordinating all aspects of Health Sciences Center Chancellor’s Office projects. This includes, but is not limited to, project work, plan development & management, project plan reporting, issue tracking, scope development & management, project cost, resource & time management, project communications and project risk management. Collaborates with IT, vendors, and customers to ensure successful completion of projects.
MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. Bachelor’s Degree in Business Administration, Communications, Education, Finance, Liberal Arts or related field.
EXPERIENCE:
2. 3 Years of Experience in Administrative, Education, Finance, or related field.
PREFERRED QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. Master’s Degree preferred.
EXPERIENCE:
1. Work experience with International academic/clinical programs and international travel protocols preferred.
2. Experience in financial management, including budget oversight, invoicing, accounts receivable tracking, and contract administration, is preferred. Experience ensuring compliance with contractual terms, institutional policies, and applicable regulations in support of international programs and partnerships is highly desirable.
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. Coordinate and oversee financial aspects of international partnerships, including contracts, payments, and cost-sharing arrangements.
2. Monitor Global Engagement Office program expenses, including travel, vendor payments, and program costs.
3. Coordinate with procurement and accounts payable to ensure timely processing of payments.
4. Ensure compliance with university financial policies and applicable regulations.
5. Coordinate with Export Control and Compliance offices to ensure international programs, partnerships, and related financial activities comply with applicable export control regulations and university policies.
6. Assist with logistical and financial planning for faculty and student exchange programs.
7. Collaborate with central finance offices to reconcile accounts and resolve discrepancies.
8. Support leadership in evaluating the financial sustainability of global initiatives.
9. Assist in developing financial models and cost estimates for new global programs.
10. Prepare and issue invoices to international partners, sponsors, and participating institutions in accordance with contractual terms and university policies.
11.. Monitor accounts receivable, track outstanding balances, and follow up with partners and internal stakeholders to ensure timely payment.
12. Reconcile payments received and coordinate with central finance offices to ensure accurate posting and documentation.
13. Maintain detailed financial records of invoicing, payments, and receivables related to global programs and partnerships.
14.. Assist in resolving billing discrepancies and financial inquiries in collaboration with partners and university finance units.
15. Monitor financial terms of contracts and agreements to ensure compliance with invoice schedules, payment terms, cost-sharing commitments, and funding restrictions.
16. Track contract start and end dates and initiate renewal, amendment, or closeout processes in coordination with leadership, partners, and appropriate university offices.
17. Manage the logistical details of the Clinical Tropical Medicine Course, including online modules and hands-on laboratory sessions.
18. Monitor affiliation agreements and tracking learning evaluations for students participating in international field placements (e.g., Fiji, Ghana, Guatemala).
19. Serve as a liaison between university partners, community organizations, and healthcare providers to facilitate student experiential learning.
20. Utilizes working knowledge of current organization’s versions of desktop software to perform project planning and oversight, for example: Windows, MS Project, MS Office, MS SharePoint.
21. Provide project and event planning support for the Operation Blue Sky program, including budget maintenance and managing internal workflows orchestrating complex, attendee-focused experiences.
22. Participate on committees, special projects and 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. The position takes a high degree of concentration both mentally in quick turnaround of written material (data collection reports, timely correspondence [response turnaround anticipated the same day], etc.) as well as in coordinating events that require time commitment and good organizational skills. Must be mentally alert and responsive.
2. Ability to sit for long 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. Strong computer skills, communication skills, organization skills are required. Knowledge of basic business principles and the ability to utilize Microsoft Office and database applications as appropriate.
2. Office Environment.
3. Hybrid Position – includes periodic in-office time (Morgantown, WV – Health Sciences Center)
SKILLS AND ABILITIES:
1. Ability to maintain a high level of confidentiality at all times.
2. Ability to work independently and exercise good judgment with exemplary attention to detail.
3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives.
4. Strong oral presentation and critical thinking skills required.
5. Ability to work well under high stress conditions.
6. Ability to work with multi-disciplinary groups.
Additional Job Description:
Scheduled Weekly Hours:
40
Shift:
Exempt/Non-Exempt:
United States of America (Exempt)
Company:
WVUH West Virginia University Hospitals
Cost Center:
8381 UHA VP Office HSC
Address:
1 Medical Center DriveMorgantownWest Virginia
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.
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