On Monday (Jan. 27), the WVU Shared Services Center marked its fifth year of serving the University and its regional campuses in the areas of human resources, financial transactions management and post-award grants management.
Led by Stenja Huggins, the Service Center is composed of five teams that support faculty, staff and students in finding answers and supporting various transactional activities related to the business processes of the University and regional campuses.
The teams include the following:
Customer Care led by Nina DeMarco
Intakes important and relevant information for inquiries received in the Service Center by creating cases in our case management system, Salesforce, to resolve issues by referring customers to our Knowledge Base, escalating issues to specialists within the Service Center, and liaising with Centers of Expertise outside of the Service Center.
Provides follow-up and checks on progression of cases to ensure inquiries are resolved in a timely manner.
Serves as a point of contact for University announcements and events.
Provides on-site, walk-in support for general inquiries, collection of documents, and payroll processing.
Maintains the Shared Services Center Knowledge Base and offers training on various topics as needed.
Workforce Administration led by Kourtney Morgan
Creates requisitions to kick-start the recruitment process, performs background checks, issues offer letters, and monitors and assists new hires with the electronic onboarding process.
Provides functional and technical support for the Taleo Application, WVUHire, along with the I-9 platform.
Enrolls all new hires in benefits plans and processes any changes to benefits plans for existing employees.
Processes leave adjustments, employee terminations, and maintains records for catastrophic leave and compensatory time off.
Manages benefits open enrollment.
Conducts one-on-one in-person or virtual meetings to review benefits options.
Processes new hires for payroll.
Keys and maintains employee data (e.g., personal, assignment, tax, salary and position).
Manages position creation and hierarchy.
Oversees timecard submissions and works with supervisors to ensure time and leave is submitted and approved.
Manages payroll schedule lines and labor distribution adjustments.
Manages the annual Notice of Appointment process.
Processes unemployment claims.
Creates and maintains central employee personnel files.
Financial Transactions Management led by Andrea Metheny-Murphy
Reviews and approves transactions submitted through Mountaineer Marketplace and MyExpenses.
Handles the reporting of unrecorded assets/liabilities on a quarterly basis.
Keys deposits, reconciles bank accounts and ensures compliance with funds handling policies.
Involved in the set-up of eCommerce stores through TouchNet Marketplace.
Processes payments for University-wide invoice (e.g., utilities).
Submits transactions on behalf of colleges/units, ensuring compliance with state and University policies and procedures.
Sponsored Projects Financial Management led by Vince Alvarez
Reviews and approves transactions submitted through Mountaineer Marketplace and MyExpenses on externally funded awards.
Reconciles externally funded awards and distributes monthly reports to principal investigators and key stakeholders.
Processes financial data related to grants (e.g., billing and invoicing of sponsors, reconciliation of award expenses, initiation of cost transfers).
Manages payroll schedule lines and labor distribution adjustments for externally funded awards.
Initiates and updates subaward agreements in Mountaineer Marketplace.
Operational Excellence led by Katerina Vero
Develops and implements continuous improvement processes and procedures based on community feedback and case management activities.
Maintains business process workflows.
Manages the case management system, Salesforce, and implements enhancements as business needs dictate.
Maintains electronic form workflows that drive many of the Service Center’s business processes.
Visit one of the following four storefronts for in-person support:
One Waterfront Place, Third floor
Mountainlair, Room G4A
National Research Center for Coal and Energy, Room 104
Health Sciences Center, Room G280-B
Faculty and staff can also chat with a Shared Services agent via the Shared Services Center Community or contact Shared Services at 304-293-6006 or SharedServices@mail.wvu.edu.