As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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.
The Department of Civil & Environmental Engineering has an outstanding opportunity for a Payroll Coordinator (Budget/Fiscal Analyst).
The Department of Civil and Environmental Engineering maintains an internationally recognized research program with six research areas, a large undergraduate program, prestigious PhD program and several online and on campus Master's programs. Civil and Environmental Engineering continues to be recognized as one of the world's premier programs in our field, with both undergraduate and graduate programs of the department ranking in the top 15 in polls such as US News & World Report, National Research Council, and Gorman Report. The department has approximately 200 undergraduate and 170 graduate students.
Position Purpose Provide complex financial analysis for the following areas (1) faculty effort, (2) enrollment and financial planning related to the department's Professional Master's Programs, and (3) management and stewardship of the department's fellowship and scholarship program.
Position Complexities This position has a strategic administrative role and responsibility for addressing a multitude of departmental priorities ranging from (a) performing payroll and human resource functions (b) revenue and expenditure compliance, and (c) maintenance of multiple financial records and databases. The position is also responsible for designing, evaluating, and implementing new financial information systems and budget/fiscal policies and procedures for the department.
Duties and Responsibilities:
60% Payroll and Human Resources Develop, modify, and maintain departmental system and records for payroll processing, including creating and integrating efficient and effective procedures for payroll implementation. Complex understanding of multiple funding streams is required in order to meet compliance requirements. Knowledge of UW Central HR, Academic HR, and COE HR policies is desirable.
Perform position and requisition creation and initiate hires of staff, student and temporary employees through Workday and UWHIRES.
Perform quarterly payroll reporting and ensure timeliness of staff and graduate student appointment entries in time for insurance and/or tuition deadlines.
Assign and update costing allocations to worker positions. Run Workday reports to review costing allocations and payments bi-monthly for payroll release.
Act as the first point of contact for employees regarding Workday, leave policy, payroll, and timesheet questions. Prepare offer letters for new employees. Respond to payroll inquiries from students, faculty and staff or refer to appropriate department and/or person.
Serve as Workday Time and Absence Initiate and as requested on behalf of workers, enter time, correct time off, request time off, request leave of absence, request return from leave of absence, assign work schedule, and perform other duties as appropriate. Run reports showing outstanding time records as needed before payroll cut-off.
Receive and review payroll documentation for new hires: direct new employees to resources for completing SSN verification, I-9, GLACIER etc., as needed.
Create and update Supervisory Org Codes and security roles in Workday.
Process extensions and terminations of employees.
10% Effort Tracking Develop and manage complex departmental database system for tracking effort, including Faculty Effort Certification (eFECs), Grant and Contract Certification (GCCRs), and Leave.
Review and update certification reports for faculty to certify.
10% Purchasing and Fiscal Processing
Create purchase orders and assist with large-scale equipment purchasing, contracts, and working with Equipment Inventory Office.
Prepare expense transfers for salary and budget corrections, Internal Sales Documents, and other UW-specific forms. Prepare documents for billing and recovery of expenses. Deposit payments and recover charges to appropriate budgets.
Act as compliance reviewer for reimbursements and purchases.
Manage department UW Club membership, including maintaining system to track expenditures and transfer to appropriate budgets.
Assist with invoicing receivables.
Prepare and submit paperwork and online forms for gifts and deposits.
Process travel payments made on Corporate Travel Account (CTA). Obtain documentation and authorization of expenditures. Communicate policy and procedures to students, staff and faculty. Work directly with travel agency, UW Travel Office and department budget managers.
Process complex travel reimbursements, per diem and field advances for students, staff, and faculty, as needed.
Serve as back-up to Fiscal Specialist.
10% Financial Analysis Conduct fiscal analysis and modeling considering a multitude of department objectives, examples include - (1) modeling tuition and fees, (2) revenue and expenditure compliance, and (3) maintenance of multiple financial records and databases. Position is expected to extract, analyze, and reconcile information from university data resources, and prepare specialized reports that detail fiscal data, student credit hour data, and other enrollment related information.
5% Professional Master's Programs Design, plan, and manage financial and enrollment data related to the department's.
Professional Master's Program. Develop, implement, and execute complex tracking systems to ensure compliance to fee and tuition based structures. Duties include recurring analysis of the PMP program, providing recommendations concerning enrollment, revenue projections, and expenditures.
Create and perform end of quarter fee-based salary transfers based on enrollment.
5% Fellowships and Scholarships Manage departmental portfolio of fellowship and scholarships. Evaluate awards and applicants in order to maintain stewardship compliance. Using multifaceted analysis involving fellowship awards, grant, and internal funding, recommend to faculty and administrator strategic pathways for achieving the highest level of aid and benefit to the student and department.
Set-up and disburse scholarship and fellowship funding to students to ensure proper coverage such as tuition waivers, and insurance.
Other duties as assigned.
A Bachelor's Degree with major study in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist or equivalent combination of education/experience.
Familiarity with UW systems, including Workday and Ariba. Experience in an Engineering department.
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.