This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information
Three-month, full-time, temporary assignment.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The University of Washington's Division of Allergy and Infectious Diseases (AID), which is housed within the Department of Medicine, has over 75 full-time faculty members, 50 clinical faculty members, and 20 adjunct or affiliate faculty members. Members of our faculty have been nationally and internationally recognized for their work in a variety of subspecialties.
AID has an outstanding opportunity for a temporary 3-month full-time Fiscal Specialist 1. This position provides operations support for highly active physician scientist faculty, many with research conducted in other countries resulting in complex pre- and post-award grant management. The work site is located in South Lake Union (SLU). The Fiscal Specialist will be part of a team that also includes a Grant and Finance Operations Manager, a Program Operations Specialist, a Budget Fiscal Analyst, Fiscal Specialist 1 and student assistants.
RESPONSIBILITIES: Operation Support
Primary purchasing agent for AID faculty located at multiple locations utilizing various purchasing methods (Procard, Non-PO invoicing, eProcurement, etc). Ensure appropriate approvals for purchases and verify charges are allowable, and allocable to the budget(s) charged, ensuring compliance with departmental, institutional and/or granting agency policies, rules and regulations.
Perform travel planning and reimbursements including: arranging travel, process expense reports (eTravel) for payment; process per diem advance requests; and reconcile CTA account online; ensure compliance with state and institution regulations and procedures; allocate travel expenses to appropriate budgets; provide guidance to travelers regarding UW and sponsor travel policy, restrictions, and procedures.
Review and analyze CTA monthly and travel activity as requested for to ensure compliance is met.
Assess purchasing functions and develop appropriate protocols to improve efficiency.
Provide support and guidance for new/existing ProCard cardholders, FedEx account and revolving fund users.
Maintain FedEx and ProCard user list including updating contact information; request cancellation of ProCards of separating or transferring employees; request increases to the ProCard transaction limit for special purchases; actively review and analyze FedEx and ProCard activity and provide trend analyses along with appropriate recommendations to the Division.
Reconcile 2 division revolving funds accounts, request replenishment, track stale dated checks, review transactions to ensure the fund is being used as intended
Manage the reconciliation process of SLU and UWMC budgets. Collect and file purchasing receipts and associated documents for budget reconciliation; reconcile transactions in My Financial Desktop system, follow-up with Central UW offices and outside partner institutions on transactions as necessary for corrective action; provide interpretation of reports and make recommendations for data corrections; initiate journal vouchers and expense transfers to as needed.
Maintain purchasing records, ensuring compliance with departmental, institutional and/or granting agency policies, rules and regulations. Process and track subcontract (including complex international subcontracts) and consultant invoicing for various programs/projects.
Prepare signature authority documents, route for signature and maintain as needed.
Assist with the updating of the monthly research budget reports including updating current revenues and expenditures and flag and communicate discrepancies and/or unusual transactions with the grant managers.
Manage the GCCR quarterly process for AID. Distribute the GCCR reports to Principal Investigators (PIs) for their review and certification. Maintain records to ensure the reports have been approved. Follow up with PIs to request late reports and assist Grant Mangers with salary adjustments based on the outcome of the reports.
Equipment Inventory - Tag new assets and update OASIS; completing 1024 forms; track asset status for annual and biennial inventories; Coordinate the ongoing Equipment Inventory Process
Equipment Insurance - Apprise faculty and staff of equipment insurance guidelines and update the Equipment Insurance System.
Sort and distribute mail as needed
Work with team to update, create and implement appropriate process improvement measures to increase efficiency.
Special projects assigned by the division Administrator and Grants and Finance Manager
Other duties as needed.
Three years of fiscal record keeping experience, or equivalent education/experience AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.
Proficiency in UW administrative systems associated with procurement of goods and services and budget reconciliation: ARIBA, Procard, and MyFD.
Bachelor's Degree, preferably in business administration, accounting, or a related field
Experience using Excel, UW grant management systems including SAGE, OASIS, and Grant Tracker
Team player with excellent customer service and communication skills.
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.