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Manage all financial functions and assist with all web, technology, and database functions of the WVU Office of Continuing Education for Medicine, Nursing and Dentistry. Manage the day-to-day office operations, including budgetary matters, deposits, record control, supervision of part-time student employees, dissemination, interpretation, and application of state, WVUH and Foundation policies and procedures. Relieves the conference planner of a variety of conference planning tasks requiring additional knowledge in budget development, purchasing, contract negotiation, requisition processing, scheduling, commercial support agreements, online facilities reservations, etc. Is the first point of contact by answering the phone and greeting visitors.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate’s degree

2. OR High School Diploma or equivalent and two years of experience handling financial duties with one year of experience with data entry or database management.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's degree in Business Administration / Marketing, Accounting, English, or Education

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. Manage the day-to-day office operations of the Office of CE. Answer telephone, screen calls, and communicate messages to other staff members.

2. Prepare and maintain fiscal records for the Office of CE to include state appropriated funds, expense accounts, purchasing agreements, foundation accounts and WVU Medicine accounts.

3. Manage all budget records of the Office of CE insuring that sufficient budget balances will be available throughout the fiscal year to meet the requirements of the Office of CE. Generate invoices for CE activities.

4. Provide, at a minimum, monthly detailed updates to the Director of CE. Implement a record-keeping system that allows for sorting and summation of various expense and income items.

5. Implement and monitor internal procedures for fiscal and administrative policies impacting the office, in keeping with institutional, State, Federal, Foundation and WVU Medicine guidelines.

6. Process all State, Foundation, and WVU Medicine requisitions for reimbursement for travel, visiting lecturer honoraria, maintenance contracts, equipment/hardware purchase, supplies, physician outreach lecture reimbursements, equipment rental, and various other office and conference related expenses.

7. Manage and process all Office of CE income - Foundation, WVU Medicine, and State account deposits including all conference registration fees, web courses, administrative and credit fees, commercial support, grants, outreach sites and/or other appropriations from a variety of funding sources. Resolve discrepancies.

8. Assist the State Departmental Procurement Card Coordinator in making allowable purchases, maintaining required transaction logs, processing cardholder application and agreement forms, reviewing and editing transactions using the appropriate state software and research and disseminating policy information regarding the proper use of procurement cards.

9. Establishes and maintains contact with cooperating state, federal, foundation and WVU Medicine organizations on routine fiscal and administrative procedures. Attend all trainings related to state, federal, foundation and WVU Medicine fiscal and administrative procedures.

10. Manage and maintain adequate inventory of office supplies and equipment. Ensure office equipment is in good working order. Organize and maintain storage room contents. Research and purchase “special” items as necessary. Communicate with vendors to resolve problems that may arise with the purchase or rental of equipment or materials for the office.

11. Assist with management of department web site. Assist with management of web courses. Assist with electronic payments (store).

12. Assist with development and management of electronic registration process. Assist with electronic marketing of all Office of CE activities.

13. Assist with management of participant, credit, and marketing database. Assist with electronic surveys.

14. Assist with management of evaluation data. Assist with Credit management.

15. Assist with Technology and Financial needs of CE Coordinated Conferences and Registrations Only Conferences as necessary.

16. Develop a working knowledge of the ACCME Essentials and Standards for Commercial Support, American Nurse Credentialing Center’s Commission on Accreditation, the State of WV Board of Examiners for Registered Professional Nurses, the American Dental Association Continuing Education Recognition Program and any future accreditation the Office may obtain.

17. Oversee part-time student employees to ensure the following is completed: outside credits, office mail, e-mail and address updates, conference packet preparation, credit input, summarizing evaluations, and routine clerical duties

18. Arrange and coordinate quarterly WVU School of Medicine Committee on Continuing Medical Education meetings and other meetings as required by Director.

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. This position requires significant time sitting at a desk working on a desktop computer

2. During peak times, long days, including early mornings and late evenings and weekends may be required.

3. Lifting of conference supplies, packets, signs, etc.

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.

SKILLS AND ABILITIES:

1. Knowledge of basic accounting practices, data entry, database management, grant research, preparation and maintenance

2. Strong ability to detect and identify discrepancies, mistakes, or missing/incorrect information.

3. Strong desire to investigate and determine causes of problems and implement solutions to ensure problems/discrepancies/mistakes are corrected and do not continue.

4. Ability to thoroughly comprehend and utilize WVU and WVU Medicine accounting, procurement, purchasing, invoicing, e-commerce, etc., procedures and systems

5. Strong interpersonal and customer support skills with ability to interact at all organizational levels with faculty, staff, managers, peers and end-users

6. Good project and time management skills demonstrating the ability to function independently on one or more individual projects while collaborating on team projects

7. Initiative and motivation to request, accept and complete tasks as required

8. Strong analytical skills

9. Ability to take initiative and find solutions to problems or methods to improve productivity

10. Ability to continually adapt and learn new procedures and tools

11. Familiarity with on-line instruction and course development and design a plus; data compilation from electronic survey and testing tools, data input and management

12. Ability to work well under pressure, be self-motivated, and have the willingness to learn and adapt to new procedures that are part of the University, Foundation, and WVU Medicine system