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The Department of Environmental and Occupational Health Sciences (DEOHS) is one of five departments in the School of Public Health. The Department is large and diverse with approximately 40 regular faculty, 100 affiliate faculty, 150 regular staff, and 120 graduate and undergraduate students. DEOHS revenue is sourced primarily from research grants and contracts ($20 million per year), a unique Washington state appropriation ($6 million per year), tuition-based teaching ($1.5 million per year), self-sustaining revenue, and gift/endowment funds.
DEOHS has an outstanding opportunity for a full-time Manager of Finance and Operations. The Manager for Finance and Operations is responsible for overseeing, implementing and ensuring excellent, efficient and timely financial administration for a wide variety of funding sources including state, research, gift and self-sustaining funds. This position reports to the department Administrator and provides oversight and support for the day-to-day fiscal and research operations activities. This position holds substantial responsibility for grants and contracts administration, including oversight of proposal development and post-award budget monitoring. The Manager develops and implements administrative policies and procedures related to DEOHS fiscal and research operations and serves as a primary liaison with fiscal and research operations staff in the department's research centers and service programs, providing direction and support, as well as on-going training.
Specific duties include:
Grant and contract administration:
Oversee department research operations, supervise budget analysts/leads who work with PIs on proposal development and submission. Provide leadership and training to faculty and research support staff regarding budget development, the submission process, timelines, regulatory and compliance issues, and sponsor requirements.
Ensure compliance with sponsor, federal, state and University guidelines, and proactively seek out information about regulation changes. Represent the department in response to external and internal audit requests and follow-up. Work closely with department research personnel to insure proactive compliance measures including up-to-date delegated signature authority, well maintained electronic record keeping and supporting documentation, and maintaining the department's master budget list with over 250 active accounts.
Perform grant and contract review and approval in UW routing system (eGC1) including thorough review of budgets, department commitments, documents, and responsiveness to sponsor requirements. Consult with Administrator regarding any cost share commitments, request or establishment of sub-budgets, and commitments of space or research resources.
Manage budget analyst workloads to assess submission timelines, shared projects, and grant submission reassignments.
Oversee active grant and contract budgets working with the PIs and budget analysts to ensure projections are conducted on a frequent basis, salary and expenditures are appropriate to the approved project aims, and the budget deficits are avoided.
Generate monthly new grant award report for Assistant Chair.
Financial management, analysis, forecasting, and reporting
Supervise budget analysts/leads who provide pre- and post-grant management to more than 30 faculty members. Responsibilities include training and mentoring analysts regarding sponsor requirements and submission procedures, projections, and audit compliance. Train and mentor new grant analyst staff. Manage development, modifications and posting of departmental policies and procedures regarding grant and department fiscal operations. Policies may including department cost share practices, salary cap up-dates on grants, research cost recovery distributions, and budget deficit coverage. Work closely with the Chair, Assistant Chairs, and Administrator to refine and finalize language, distribute to department stakeholders, and post on department intranet site.
Develop departmental method to organize and track expenditure categories using available methods including budgets, sub-budgets, project cost accounting codes, and org codes. Lead discussions among faculty, staff and others to devise the optimal method and conduct training and monitoring to ensure staff are well-informed to implement the system as well as comply over time. Generate multiple reports for the Chair, faculty leadership committee and others upon request.
Oversee fiscal day-to-day operations for budget development, maintenance and tracking, purchasing, cost re-charge centers, and budget reconciliation. Serve as compliance approver for travel and purchasing.
Define strategic objectives for fiscal and research operations. Analyze expenditure patterns to support short and long range planning and prioritization of resources and needs.
Monitor, track, and reconcile departmental research and teaching agreements, cost share and off-set commitments, and MoUs.
Perform department budget revisions tracking amounts for accuracy, comprehensive justification, and completed transaction.
Payroll and Associated Compensation Approvals and Reporting
Directly supervise one full-time budget analyst lead responsible for department payroll and HR functions.
In partnership with Administrator and budget analyst lead, manage department conversion from HR and payroll legacy systems to the UW new system, Workday. Liaison with School and upper campus staff to provide, up-date, and review personnel reports, access, and authorizations.
Serve as department Workday expert as well a back-up for the cost allocation data entry.
Lead department process improvement efforts in coordination with new system to streamline workflow, reporting accuracy and provision of bi-weekly salary distribution information.
Work in partnership with budget analyst lead to comply with faculty effort certification collection (FEC) and reporting, grant and contract certifications report (GCCR) submissions and disseminate essential up-dates and changes to faculty and staff.
Manage department Medical Aid and Accident Fund special project initiatives with Assistant Chair including soliciting proposals, coordinating review committee, revising award notices, monitoring progress reports and budget adjustments, and conducting final close out of projects and budgets.
Coordinate multiple department staff to up-date department space assignments in the UW Space Inventory Management System (SIMS) on an annual basis.
Manage UW authorizations via ASTRA, SAGE, Workday and external sites, such as eCommons.
Organize and facilitate administrative team and department-wide staff meetings and training.
Participate in strategic process improvement initiatives.
Serves as back-up to the Administrator.
Other duties as assigned
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
| Bachelor's degree in Public Administration, Business, Economics or related field plus four or more years experience working in a University financial setting including grant pre- and post-award (or equivalent combination of education and experience with an emphasis on budget, facilities, operational, and fiscal management). |
Skilled in creating and using complex MS Excel spreadsheets and other information systems for financial management. Must also be experienced with using MS Word, and MS Powerpoint. Demonstrated knowledge or ability to learn quickly the major UW systems including MyFD, OPUS, Ariba systems (eTravel, eProcurement, etc) BGT, FIN, BI Portals, EDW. Ability to accurately analyze complex financial and accounting data and communicate clearly to faculty and staff.
Possess an understanding of complex business practices that include UW state budget process, self-sustaining entities, and UW fiscal management. Ability to communicate well both verbally and in writing and be able to understand both the details and the bigger picture.
Demonstrated strong interpersonal skills and leadership, work independently and creatively, be a self-starter, team player, and a positive member of the department and school. Have a management style that emphasizes teamwork, communication, collegiality, flexibility, trust, and patience.
Ability to work effectively with staff, faculty, students, other units on campus and the general public.
Demonstrated ability working in a dynamic field where policies, procedures and practices may change on a monthly basis. Demonstrated experience with staff supervision.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.