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The Division of Nephrology offers comprehensive clinical programs for acute and chronic renal problems in both inpatient and outpatient settings, located at three hospital sites (University of Washington Medical Center, VA/Puget Sound Healthcare Systems and Harborview Medical Center), and the Northwest Kidney Center and its satellites. The University of Washington Medical Center also offers a comprehensive clinical program in kidney and kidney-pancreas transplantation, providing full-time transplant medicine support to the inpatient service and outpatient follow-up clinics.
The Division of Nephrology in the Department of Medicine has an outstanding opportunity for a full-time Fiscal Specialist 2. Under the general direction of the Nephrology Division Administrator and Grants Manager, this position performs fiscal tasks in support of the Division's research, clinical and teaching missions.
Assume responsibility for budget maintenance, payroll, purchasing, travel, reimbursements, leave management, reconciliation, payables, receivables and expenditure control. Play a pivotal role in the development, modification, data entry, and maintenance of multiple record keeping and reporting systems for varied and complex sources of funding. Under general direction, manage the implementation, execution, control and review/audit of fiscal operations. Participate in the planning of new division programs.
In conjunction with management, forecast fiscal needs/commitments, develop long-term planning documents, make budget projections and assist in the development and administration of division budgets.
Conduct comparisons of actual performance with budgeted/planned objectives with an emphasis on operational administration including the costs of the Division's fellowship and residency programs.
Research, analyze, and project clinical revenue trends and identify potential corrective actions.
Duties include but are not limited to the following:
Budget reconciliation - Monthly
Update and reconcile monthly electronic budget reports following division guidelines and procedures utilizing MyFD system; review budget reports, verify accuracy
Distribute, track and monitor reports to ensure review and approval as required by audit procedures
Organize and maintain electronic fiscal document by creating, sorting, labeling and organizing filing systems following Division scanning policy
Purchasing - Daily
Perform/manage division purchases utilizing available purchasing mechanisms (Procard, eProcurement, PAS)
Coordinate and track to ensure order fulfillment; organize and file relevant documentation for budget reconciliation. Coordinate with site-based staff to ensure completion of purchase orders
Serve as a fiscal resource to assess and determine best mechanisms for acquisition of products/services to meet division needs
Procard and CTA Reconciliation Monthly
Allocate charges to proper budget and object codes; ensure appropriate taxes are issued to the purchase; enter pertinent information into the transaction box on line
Match each transaction on the Transaction Detail report to its corresponding source document and support/verify that it is allowable and quantities and amounts are correct
Investigate/resolve discrepancies as necessary
Leave Records Monthly
Update official staff leave records on UW Online Work/leave System (OWLS) from Leave Time Record (LTR) to track accrued sick and annual leave; Notify/remind staff to submit monthly records to enable OWLS update; Notify administrator/manager of any warnings/alerts/error conditions that signal violations to leave regulations
Clinical Revenue Tracking - Monthly
Assist the Division Administrator with analysis of monthly trends in clinical revenue.
Travel/Invoice/Reimbursement As Needed
Prepare/process travel expense report, non-PO invoice and reimbursement through Ariba spending system
Payroll Twice Monthly
Manage Division payroll for fellows and staff by performing payroll data entry of salary (ETR) and hourly (PTR) payroll data. Coordinate with division and department staff to execute payroll changes by utilizing OPUS system
Make payroll and expense adjustments through MyFD system by executing/initiating changes supported by appropriate supporting documentation
Grant and Contract Administration - Weekly
Serve as a fiscal and purchasing resource to division faculty and staff in accordance with University, state, federal and sponsor guidelines
Prepare, compile and provide fiscal reports such as year-end reports, budgetary reports and auditing reports as needed.
Develop and regularly produce accounting/reporting summary information
Provide analysis of financial reports and development budget projections through grant years
Create customized reports for Principle Investigators showing their spending across all budgets, track burn rate and oversee spending to ensure sustainability
Create new budgets for new grant awards and subcontracts
Gift, Endowment and Discretionary Account Administration Weekly
Prepare check deposits for gifts to the Division
Develop and manage a record keeping system for managing gift and endowment accounts
Maintain records of one-time gifts and facilitate their use in compliance with the donors' intent
Demonstrate a clear understanding of cost accounting and related audit issues
Serve as a lead fiscal and purchasing resource to division faculty and staff
Prepare, compile and provide fiscal reports such as year-end reports, budgetary reports and auditing reports as needed
Assist management with accounting/reporting summary information, analysis of financial reports and development of procedures; assist with the development of budgets for grant or program requests
Perform other related fiscal support duties as required
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
| 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. |
Fiscal/administrative experience with excellent independent judgement.
Experience using PC-based software, including Microsoft Word and Excel.
Demonstrated verbal and written communication skills.
Demonstrated the ability to manage competing projects and multiple deadlines and priorities.
Ability to work with a high degree of reliability, accuracy, and productivity
Strong troubleshooting and problem-solving skills
Ability to interpret and communicate to others complex policies and proecedures
Ability to display initiative, anticipate problems, and make recommendations for appropriate response. Ability to handle sensitive and confidential information.
Willingness to travel to other Division sites on a periodic basis as needed.
Flexibility in managing changing priorities and responding to unplanned activities as needed.
| A Bachelor's degree in business administration or a related field. |
Knowledge of UW, state, and various funding agency policies, procedures and regulations.
Fiscal experience in an academic setting.
Experience using UW administrative systems (FIN, PAS, HEPPS, OWLS, ETRs, PTRs, OPUS, SAGE, and OASIS).