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The Paul G. Allen School of Computer Science & Engineering has an outstanding opportunity for a Fiscal Specialist 2. The Fiscal Specialist 2 provides complex fiscal administrative support for the program manager and a group of approximately 12 faculty within the Paul G. Allen School of Computer Science & Engineering at the University of Washington. Fiscal responsibilities include analyzing and reconciling budgets, preparing monthly reports, purchasing, and other fiscal support functions. This position reports directly to the program manager.
Characteristic Duties and Responsibilities:
Reconcile expenditures monthly for research and gift budgets. Verify charges are appropriate and initiate corrective action when necessary. Prepare detailed budget reports, including projections for the program manager and faculty.
Create POs for subcontracts and consultants.
Assist with gift processing. Assist with the grant proposal submission process, including IRB forms.
Coordinate the hiring process for graduate and undergraduate research assistants.
Receive and prioritize requests for purchasing, conduct vendor and product research to locate items per specifications. Determine appropriate purchasing method (purchase order or ProCard) and process order, ensuring compliance with School and University guidelines. Follow up with vendor regarding shipping, invoicing, repairs, and/or return of defective items.
Organize domestic and international travel arrangements for faculty, students, and visitors. Prepare travel requisitions for reimbursements. Ensure compliance with university and/or grant agency guidelines.
Prepare/process fiscal documents such as e-travel requisitions, e-reimbursements, MyFinancial.Desktop transfers, invoice vouchers, and journal vouchers. Process donor checks and coordinate the establishment of new gift budgets.
Insure equipment and maintain a tracking system for annual insurance renewal and equipment inventory.
Manage CTA accounts. Authorize and approve all expenditures for CTA cardholders. Review for correct assignment of object codes and other data. Collect and review documentation from cardholders and maintains files for audit/regulatory compliance.
Recommend and implement improvements in project procedures and recordkeeping systems; keep up-to-date on university policy and operational changes; interpret policies/procedures for faculty, staff, and students.
Facilitate site visits for grant sponsors and research partners. Coordinate, organize and attend on and off-site conferences, research meetings and workshops (e.g. annual GRAIL retreat, SIGGRAPH social hour, Prospective Grad Student Visit Days), including meals, travel, and other logistics.
Provide administrative support to faculty. Organize, archive, download/print software documentation, technical reports, journal articles, etc. Create and edit web pages. Conduct web and library searches. Photocopying, errands, mailing and shipping materials as needed.
Provide support to other CSE fiscal staff as needed (e.g. back-up support for staff on vacation, special projects, etc.)
Perform related duties as required.
Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.
Successful experience reconciling substantial volume research, gift, or similar budgets (50+) monthly.
Successful experience managing substantial volume of purchasing requests (50+) monthly.
Proficiency with use of computers including applications such as MS Office, Excel, Outlook, Word, PowerPoint, Google Apps, and electronic mail including Google Mail.
Proficiency with eTravel, eReimbursement and other eProcurement functions, or similar procurement systems. Proficiency with My Financial Desktop and knowledge of UW policies for purchasing, travel and reimbursements, or experience with similar accounting practices and policies.
Demonstrated ability to multi-task, prioritize work and manage heavy workload with frequent interruptions.
Demonstrated ability to work independently with minimal supervision.
Effective interpersonal skills to interact with diverse groups in a team environment.
Proven ability to proactively and independently solve problems in both routine and urgent situations.
Excellent written and oral communication skills.
Experience which demonstrates consistent attention to details and accuracy of work.
Financial experience in a University or research setting.
Experience coordinating events.
Experience with web page authoring.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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 Work 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.
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.