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The Office of the Provost has an outstanding opportunity for a Finance & Administrative Specialist. Under the direct supervision of the Senior Director of Finance, HR and Administration, and in close collaboration with members of the Executive Office Finance & Administration Shared Business Team (Executive F&A), the Finance and Administrative Specialist supports the financial, HR and business operations of the following organizational units and offices:
Executive Office (Offices of the President and Provost) including: Board of Regents; Office of the Ombud; Rules Coordination
Vice Provost Organizational Units: Academic & Student Affairs; Academic Personnel; Global Affairs
Associate Vice Provost Organizational Units: Compliance and Risk Services, Faculty Advancement, Planning & Budgeting, Privacy Office
Faculty Senate and UCommittees
UWINCO; Washington State Academy of Sciences; Life Sciences Discovery Fund
The Finance and Administrative Specialist supports the diverse financial and administrative needs of UW senior leadership over a wide range of business operations. S/he must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgment in all areas of operation. Input and demand come from multiple directions, people, organizations and activities. The complexity is in the competing priorities that are presented many times during a day. Managing this breadth and complexity requires a good working relationship with colleagues, excellent support staff, an ability to deal with the unexpected, an acceptance of a certain degree of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
Administrative and Operations Support:
-Proactively initiate and implement proposals to improve financial and administrative functions with a focus on effective delivery of service. Must be comfortable with conducting research, analysis, and developing and proposing new ideas to improve business practices, and demonstrate discretion and independent judgement in all areas of operations.
-Provide business support and policy guidance to a portfolio of units within those listed above; act as the primary contact for administrative consultation regarding procurement and travel; new HR/Payroll system and University policy and procedures.
-Provide minimal calendaring and meeting coordination support for the Senior Director for Finance and Administration and members of the Executive F&A team.
-Provide administrative search support to the Senior Director for all recruitments within the units listed above.
-Support the business operations of the office, including: Coordination with local support staff to streamline ordering processes; liaising with facilities and maintenance for repair, remodel and office moves.
-Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed.
-Provide direct or back-up support to other members of the entire Executive F&A Shared Business Team on special projects or during team members' absence.
HR/Payroll Business Operations:
-Security Role designee in HR/Payroll system authorized to perform basic HR onboarding and maintenance transactions, including I-9 verification.
-In collaboration with members of the Executive F&A team, process payroll and personnel actions and general human resources duties for all listed units on an as-requested basis.
-Provide administrative coordination for onboarding and office placement of staff employees.
-Serve as member of the Executive Office's HR/Payroll Modernization Readiness Team; attend HR/P training and information sessions; participate in developing HR/P business workflows and training specific to Executive Office and its units.
Transaction and Operational Compliance Management:
-Process and track financial transactions related to purchases, reimbursements and transfers for the Executive Office and supported units. Reconcile Procard purchasing cards and the Central Travel Card Accounts used by the Executive Office and all supported units. Under the direction of the Executive F&A team members, provide instruction and training to unit staff in procurement policies and procedures as needed. Develop and implement template documents and tools for use by unit members.
-Prepare budget, revenue, expense and funding commitment reports on a regular and ad hoc basis.
-Coordinate with Executive F&A Team to develop and implement new internal office and organizational unit procedures to ensure compliance with university and state policies. Work with Senior Director of Finance & Administration and other members of F&A team in the development and implementation of organizational policies and procedures affecting all supported units. Conduct assessments of and report on compliance of units with university and state fiscal and administrative policies
-Develop, implement, and maintain information management tools for collecting and tracking data of professorships, endowments, gifts, scholarships, and other financial sources/commitments. Prepare database reports for senior managers on a regular and ad hoc basis.
-Stay current with new UW central service applications/systems; initiate the implementation of new applications/systems into Executive units. Act as liaison for Executive units with all central administrative services departments.
-Manage departmental financial records in accordance with University records retention schedule.
Web Content Support and Management:
-Act as the liaison to the web content and management teams, as well as UW Marketing.
-Manage content of Executive Finance and Administration website, Provost/President's Commitments Database, and department-specific e-forms, including utilization of web development software to complete edits locally whenever possible.
-Independently complete routine review of all F&A maintained sites to identify necessary updates; receive unit feedback on web updates and propose changes to the Senior Director based on analysis of feedback, compliance/best practices, and software functionality.
Special Project Management:
-Designated project manager for pilot initiatives, collaborating on innovative operational and administrative improvements with Senior Director and F&A team, and instrumental in driving projects to completion.
-Proactive management of design and improvements for all electronic tools and processes.
-Other projects as assigned.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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.