Accounts Receivable Manager - Shared Services

The Shared Services Center at West Virginia University is currently accepting applications for an Accounts Receivable Manager, which is a remote position.

About the Opportunity

This individual manages and supervises the Financial Transactions Accounts Receivable team in the Shared Services Center (SSC). This team provides institutional and West Virginia State level support in the areas of revenue collection, accounts receivables, reconciliations, eCommerce, and funds handling. Activities include keying of revenue in the WV State and WVU Systems, external invoicing for billing and collections, management of the WVU Unclaimed Property program, letters of credit, reconciling internal and external bank accounts and institutional funds, institutional compliance with funds handling and PCI requirements, and setting up banking needs for credit card and virtual terminals for University units to collect payments. These activities are handled in the SSC, but they support the operational needs of all WVU units and the West Virginia State Treasury. Accurate and updated cash information is critical to WVU leadership in making decisions in a timely manner and it is often needed quickly. This individual provides deep functional expertise in the above-mentioned areas to ensure operations processes and related systems are fully optimized. This role also manages cross functional projects and other initiatives, provides mentoring, day-to-day guidance and performance management for lead team members and other support staff within the unit, and maintains appropriate staffing levels and ensures all service and quality levels are achieved.

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

• Management, delegation and oversight of tasks supporting the operations and functions of West Virginia University and the State of West Virginia in regard to cash management, treasury operations, and accounts receivable.
  
  
  
  
  • Training and functional guidance to the university community in the areas of funds handling, merchant services, PCI compliance, and credit card banking setups.
  • Accounting and reporting and/or analysis of cash related issues to Federal and State agencies for external and internal purposes.
  • Oversight and management of reconciliations of various federal, state, and other programs for various WVU and WVURC accounts.
  • Oversight and management of unclaimed property, letter of credit, accounts receivable procedures, invoicing, and various clearing accounts used by the institution.
  • Oversight and management of the recording and reconciliation of incoming payments to the institution ranging from cash, checks, credit cards, and eCommerce activities.
  
  
  
  
• Project management and implementation of new programs
  
  
  
  
  • Works closely with teams in student financial services, ITS, and Treasury Operations to implement projects mandated by the State of West Virginia in regard to revenue collection and reconciliations.
  • Works closely with the Director of Shared Services Financial Management on special projects.
  • Serves as a subject matter expert on financial processing for project teams.
  • Ensures project activities are planned, prioritized, and tested appropriately and provides ongoing support needs to other project leaders, cross functionally as needed.
  • As a subject matter expert, influences project decisions where appropriate to improve the customer experience and/or improve efficiency.
  • Ensures project deliverables are delivered on time, are documented, and teams are effectively trained in process and functionality changes.
  • Manages activities to ensure that employees have appropriate access to systems related to the operational activities in the unit.
  
  
  
  
• Process management and escalated inquiry support
  
  
  
  • Ensures complex employee, manager, or business scenarios are analyzed and effective processing steps taken to ensure resolution within financial management process guidelines.
  • Frequently engages with teams in the Division of Finance, and Auxiliary and Business Services ; strategic business advisors in schools and other units, and teams within the SSC and others to ensure complex scenarios are resolved and processed timely and accurately.
  • Resolves questions about accounts receivables and revenue transactions through timely responses to all supported units.
  • Works with the SSC Operational Excellence team to identify and resolve any delay in case responses.
  • Provides Tier 2 inquiry support (phone, email, and chat/IM) to customers regarding SSC Accounts Receivable and revenue support policies, plans, and processes.
  • Effectively uses case management and knowledgebase tools to resolve, log, track, and escalate customer inquiries.
  • Maintains a high level of confidentiality and professionalism.
  • Completes and maintains current on all required training on all applicable WVU polices, programs, processes, and procedures.
  • Maintains established service levels for handling calls, emails, and transactions. Strives to exceed service goals.
  • Understands and promotes the link between the Division of Finance units, Treasury Operations, West Virginia State Treasurer's Office, Procurement and Payments Services, strategic business advisors in the colleges, schools and other unit's team to ensure service goals are achieved.
  • Works with team to maintain compliance with generally accepted accounting principles (GAAP).
  
  
  
  
• Process Improvement
  
  
  
  
  • Models a "change champion" role for the team. Can clearly articulate the benefits of new or revised financial management processes to employees and develop plans to implement those changes with the team.
  • Identifies opportunities to improve financial management processes with a focus on funding reconciliation, review, and reporting. This includes evaluating process efficiencies and making improvement suggestions based on lean processing principles or to comply with the Division of Finance, WV State Treasurer's Office, Procurement and Payment Services and other unit policy changes.
  • Actively monitors and uses metrics and trends to determine where process improvement options exist to improve the customer experience, optimize services and gain efficiencies through technology or other means incorporating these in process improvement proposals.
  • Ensures process documentation is updated and teams and customers receive adequate training on changes.
  • Stays informed on financial policy, plans, and programs as well as regulatory updates for their areas of expertise providing regular team updates.
  
  
  
  
• Supervisory Responsibility
  
  
  
  
  • Supervises, motivates, and evaluates the day to day performance of a large team. Ensures adherence to all financial process provisions, transaction handling, and related processes, procedures, and regulations. Maximizes workflow and productivity.
  • Provides day to day guidance to staff and serves as the "go to" resource for questions and concerns.
  • Provides day to day coaching and mentoring to staff. Monitors calls and gives ongoing continuous feedback to ensure individual and team service targets are met or exceeded.
  • Manages issue escalations. Provides guidance to staff and handles escalated issues directly, as appropriate. Identifies opportunities to provide corrective services to address customer complaints.
  • Monitors individual and team performance continuously. Provides coaching and timely feedback to staff. Creates and implements development plans for each staff member. Seeks growth opportunities for high performers. Recognizes and show appreciation for team member efforts. Ensures individual and team service targets are met or exceeded.
  • Supports and contributes to the SSC Financial Management team operational goals.
  • Works with team to understand generally accepted accounting principles (GAAP) and to apply this understanding to supporting invoicing and revenue activities.
  
  
  
  

• Bachelor's degree
• A minimum of five (5) years' of experience in the following:
  
  
  
  • Progressively responsible experience within accounting, banking, finance or related field
  • Project management experience
  • Experience with advanced financial systems software
  • Experience in communicating to multiple levels of a complex organization
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Preferred Qualifications

• Work experience in a complex university/college/private entity business, accounting or finance department

Knowledge, Skills, and Abilities

• Demonstrated ability to lead a team through prior project team leadership and/or supervisory experience. Ability to inspire teamwork and collaboration across functional areas of the financial management team.
• Ability to exercise appropriate judgment to resolve staffing and performance issues and determine appropriate course of action to resolve a customer issue.
• Possesses strong customer service and communication skills typically acquired through prior work in a customer service setting.
• Ability to exercise appropriate judgment to resolve staffing and performance issues and determine the appropriate course of action to resolve issues.
• Demonstrated ability to research and apply critical thinking skills to resolve complex issues related to accounts receivables, reconciliation, and revenue collection.
• Ability to develop and maintain effective work relationships with other members of the SSC Financial Management teams and members of other WVU units.
• Ability to identify and address areas of continuous improvements.
• Effective organizational skills.
• Demonstrated experience in the use of Microsoft Office professional software, especially Word, Excel, and Powerpoint.
• Demonstrated experience in the use of Quickbooks.

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.