Salary is commensurate with education and experience.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.
Program on the Environment has an outstanding opportunity for an Administrative Specialist. The Administrative Specialist is a part-time (50% FTE) position that exists to administer the Program on the Environment's operations and assets, and to assist the Director in implementing and maintaining operations. This position manages and forecasts the allocation of Program resources, both human and financial. Furthermore, the Administrative Specialist plans, coordinates and implements program operations and services ensuring POE's objectives/goals are reached.
Responsibilities: Program on the Environment (POE) is a society-focused environmental community that creates and maintains learning opportunities for undergraduate students. POE's Environmental Studies BA degree is the academic home for 200+ undergraduates. Our students come from diverse backgrounds and enjoy a community that is welcoming for all. POE faculty (6), staff (3) and graduate instructors (3) work together to promote a healthy and vibrant learning environment for all our students.
The Administrative Specialist is a part-time (50% FTE) position that exists to administer the Program's operations and assets, and to assist the Director in implementing and maintaining operations. This position manages and forecasts the allocation of Program resources, both human and financial. Furthermore, the Administrative Specialist plans, coordinates and implements program operations and services ensuring POE's objectives/goals are reached.
This position is responsible for maintaining and administering POE's financial and human resources in concert with the Director of POE. The Administrative Specialist position requires a person interested in and capable of budget forecasting and advising, and who knows or can learn the university's various fiscal and human resources management software systems in order to effectively carry out the responsibilities of this position. The incumbent must frequently multi-task as POE is a small program and it does not have full time staff for all its needs and all staff contribute to the success of the Program. Thus, the person in this position covers a wide range of duties, many of which are occasional.
DUTIES AND RESPONSIBILITIES:
The Administrative Specialist carries out the following duties and responsibilities in a general office setting within a regular schedule (M-F, 4 hours per day):
manage POE budgets, authorize and control expenditures, and reconcile regularly. Budgets include DOF, GOG, grant, contract, gift, endowment, and others.
maintain accounting records using established UW procedures and guidelines to ensure audit compliance.
manage Procard accounts for program, including submission, records, and reconciliation.
prepare monthly, quarterly, and annual budget forecasts and summaries for Director.
provide advice to the Director to ensure alignment between priorities, budget allocations and expenditures.
responsible for ongoing evaluation of effectiveness and efficiency of financial resource allocations
payment/invoicing of all bills via method designated appropriate by the UW financial system, managing petty cash advances/reimbursements, reconciling BARs/BSRs monthly, monitoring online Workday systems for PoE activity.
Attend monthly College of the Environment administrator's meeting and respond to requests for budgetary/fiscal information from the Dean's office.
Human Resources and Payroll
manage payroll lifecycle processes for PoE, including entering into Workday: staff and faculty hires and separations, changes to positions, time and absence, onboarding and offboarding, and costing allocation changes (often with multiple units involved).
manage MOU's between POE and other units (mainly TA support for shared classes)
coordinate faculty salary payments with faculty and TA home department administrators
prepare and submit Summer Quarter (SQ) budget requests
assist Director with hiring of TAs and faculty (appointment job postings, assembling hiring packets, etc)
provide quarterly access to POE spaces for students and staff (CAMS door system)
non-academic course support including help with field trip logistics
coordinate space, facilities, supplies & equipment use in collaboration with faculty and staff
event support focusing on participation, set-up and clean-up
shared miscellaneous clerical responsibilities as needed
For detailed information on Benefits for this position click here.
Bachelor's degree in a related field.
Two or more years of administrative experience.
Highly developed interpersonal, (written and oral) communications and organizational skills.
Capacity to work independently and provide sound financial advice to the Director.
Flexibility and ability to manage and prioritize a variety of diverse responsibilities and commitment to service.
Ability to use (or learn to use) computer systems as required in order to carry out the responsibilities of the job (e.g., UW's financial and HR computing systems: MyFD, Ariba, Workday, etc.)
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Education and/or work experience in education and/or an environmentally related field.
Evidence of effectiveness in working with people.
Experience in budgeting, forecasting, and/or human resources.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Priority consideration will be given to applications received by 11/6/17
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.