Program Coordinator - International Center for Performance Excellence 17055
The Department of International Center for Performance Excellence in the College of Physical Activity and Sport Sciences at West Virginia University is seeking applications for a Program Coordinator. This position functions to support Fitness Information Technology (FiT) Publishing. This position performs a very wide variety of functions including, but not limited to comprehensive accounting maintenance, purchasing, payables, receivables, website maintenance, customer relations and business communication.
In order to be successful in this position, the ideal candidate:
Accounts Payable and Procurement
Initiates and facilitates all purchasing of supplies and equipment, and book inventory.
Initiates vendor registration for contractors and authors following established WVU guidelines.
Initiates and processes service agreements and contractor invoices for payment.
Initiates and processes customer refunds.
Initiates all payments required, including vendor invoices and book royalties*.
Reviews MAP reports to ensure proper payment to all vendors and authors.
Researches and resolves discrepancies.
Maintains payment files.
Systems utilized includes State Procurement Card, My Expenses, Mountaineer Marketplace, and MAP (Mountaineer Administrative Process/Oracle), UPS and Fed Ex billing systems, DashBook royalty software.
*Royalty Payment Process (Semi Annual)
Enters and tracks production costs, product information, sales, returns, enterprise, author contact information, and royalty rates for every title.
Compiles from DashBook author statements to create royalty invoices to be paid.
Maintains Excel spreadsheet of royalty payments and percentages as a crosscheck to ensure new titles are accurately reflected in DashBook.
Customer Service, Business Communication and Journal Data Management
Enters customer orders received by telephone, email, fax, internet and eCommerce into DashBook.
Provides support and resolves customer issues related to print and electronic book and journal orders.
Enters and maintains product information in DashBook.
Sends prepared listserv communications relating to book and journal products, conferences, and general promotional material.
Supports internal/external communication relating to the website, eCommerce, and eBooks
Maintains annual subscriber list for print journals.
Maintains international and institutional subscriptions of journals, provides electronic access, and imports subscriptions to the journal hosting database.
Creates URL for each journal article and uploads content to eCommerce site.
Prepares RePEc index files for the International Journal of Sport Finance to be uploaded to the website.
Creates a URL and uploads ancillary material onto website for adopting instructor use.
Supports additional initiatives as deemed appropriate in consultation with Director.
Enters customer payments into DashBook.
Processes credit card payments via virtual credit card terminal.
Prepares and mails monthly statements to customers.
Makes phone calls to collect on past due accounts.
Researches return requests from bookstores and customers, prepares credit memos, processes refunds when appropriate.
Supervision and Other Responsibilities
Directs supervision of one to three student workers who support customer service, accounts payable, accounts receivable, and shipping.
Establishes student work schedules, provides training and guidance, edits and approves timecards, and other supervisory responsibilities that may arise.
Performs shipping, periodic inventory counts, and processes returns.
Answers incoming calls and provides customer service support.
Performs other duties as assigned.
All work is performed in consultation with the Director of FiT Publishing and following WVU processes and guidelines. Consultation with the College Web Designer, College Business Officer and Shared Services initiated as needed.
Pay Grade: 15
Bachelor's Degree in accounting, business administration or related field required; or an equivalent combination of education/experience in related subject matter to perform work of this nature.
Two (2) years of progressive, related work experience including ledger maintenance, accounts payable and good communication skills.
Two (2) years of computer experience in MS Office programs and Adobe Acrobat.
Two (2) years of experience with State Procurement Card, My Expenses, Mountaineer Marketplace, and MAP (Mountaineer Administrative Process/Oracle), UPS and Fed Ex billing systems, DashBook royalty software desired.
Two (2) years of experience in accounting for a publishing business desired.
Valid Driver's License.
Continuous work with computer daily.
Ability to lift up to 50 pounds - for receiving and moving books as well as counting inventory weekly.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley -- the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Jun 7, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 230743
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.