Grants Resource Associate - Shared Services

The Shared Services Center at West Virginia University is currently accepting applications for a Grants Resource Associate. This position can sit fully remote, hybrid, or on-site.

About the Opportunity

This role will be responsible for insuring compliance with all federal, state, and university regulations/policy for post award accounting issues related to financial reporting, invoicing, and award reconciliation. This position will insure compliance by review and reconciliation of external funding each month and communication of any concerns to the appropriate partners, the Shared Services grants team, the Division of Finance and individuals supporting strategic activities in the unit.

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)
• 15 annual leave (vacation) days per year or more based on years of service (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

• Performs comprehensive review of all billing terms and conditions including timelines and deadlines to ensure compliance with all federal, state, and other regulations affecting grants, contracts or cooperative agreements. Independently monitors purchasing ledgers and invoicing. Reviews, approves and audits expenses posting to sponsored projects.
• Reviews, approves and audits travel related to sponsored projects. Interprets and advises on internal and agency mandated travel policies.
• Contact and processor for all subaward requisitions. Works with Office of Sponsored Programs and Principal Investigators to ensure requisitions are entered timely and accurately so subawardees can begin work.
• Actively communicates with Grant Managers and/or Principal Investigators to monitor subaward agreements and processing of invoices.
• Works closely with Asset Managers (and in accordance with) Sponsored Project & Property Management as it relates to capitalized expenditures and other asset management requirements on sponsored projects.
• Initiates and/or facilitates transfers, modifications, or other requests for the proper management of sponsored projects.
• Reviews award setup within financial system and advises on accounting matters as needed.
• Participates in day-to-day fiscal operations and makes recommendations on areas of expertise.
• Responsible for compiling data, monitoring budgets and preparing monthly reconciliation financial reports. Collaborate with Grant Managers (or Principal Investigator when there is no Grants Manager assigned) to ensure accuracy of reporting.
• Consults with Grants Managers in schools and college as well as the SSC Sponsored Projects Management team for processing any projected carry forward budget requests.
• Assists with processing award closeout documentation as needed.
• Oversees and consults on personnel and/or payroll matters that impact sponsored projects. Facilitates the completion of paperwork to address these matters.

• Collects correspondence certifying participation of personnel on sponsored projects. In collaboration with Grant Managers and departmental administration, reviews and addresses Effort Reporting concerns.

• Maintains all necessary records and justifications related to work assigned.
• Assists supervisor with strategic planning, development of procedures and/or internal controls, and training materials.
• Works independently on a variety of correspondence and special projects. Collaborates with other members within the unit to ensure cross team support.
• Interfaces with customers to understand expectations and follow-up to ensure satisfactory resolution of request. Maintains customer relationships through effective and timely communication.
• Reviews service requests to ensure consistency in workflow and documentation to standards.
• Coordinates and supports the research and service missions for the Shared Services Center. Provides support and participates in unit assigned team initiatives and goals to increase efficiency in administrative processes.
• Organizes and participates in post-award meetings, conferences or other training sessions.
• May assist with other administrative duties and/or complete other duties as assigned by the supervisor.

Pay Grade: 15

• Bachelor's degree in business, accounting, or other related field or an equivalent combination of education and experience.
• A minimum of one (1) year of experience involving:
  • Experience with Accounting (payroll and procurement)

  • Experience with computer software including Microsoft Office Suite and Adobe

• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Excellent verbal and written communication skills.
• Excellent computer skills with advanced knowledge of Microsoft Office Suite and Adobe applications.
• Incumbent must possess the ability to work independently and carry out assignments with minimal supervision.
• Ability to analyze data, solve problems and provide useful reporting tools.
• Ability to prepare, manage and maintain budgets and financial reports and provide reconciliation reports among clustered accounts.
• Ability to learn and implement WVU, State, and Federal policies and procedures relative to budgetary and grant related matters.
• Proficiency in reading and interpreting Uniform Guidance and other federal regulations.
• Must be skilled in working with grants and contracts in a higher educational environment.
• Incumbent must have excellent organizational skills and be able to work with a variety of constituencies and address complex issues in an accurate and timely manner.
• Ability to perform financial calculations, prepare/maintain financial reports, analysis, and summaries for a large customer base.
• Skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting extramurally sponsored projects.

Preferred Qualifications

• Experience working with grants/contracts accounting
• Experience using Kuali Coeus and MAP/Oracle database

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.