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
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.
Please note that this position has been reposted. If you have already submitted your application, you need not submit it again, as it has already been received.
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 UW Libraries is one of the largest and most innovative libraries in North America with extensive collections in print, electronic, and other formats. The UW Libraries is recognized for its excellent service, innovative learning and research spaces, collaborative approaches, extensive assessment efforts and diverse award-winning staff. The Health Sciences Library (HSL) is a national leader in the development and application of innovative strategies and technologies to meet information and research needs for the benefit of patients and communities throughout the Pacific Northwest.
The UW Libraries has an outstanding opportunity for a Fiscal Specialist II.
The Fiscal Specialist II will join the Administrative Services unit within the Health Sciences Library reporting to the Budget/Fiscal Unit Supervisor. The incumbent provides sophisticated technical fiscal responsibilities as well as plays a key role in the planning and execution of internal and extramural budgets. This position requires independent judgment and decision-making in researching and resolving queries relating to the financial management of the HSL.
Fiscal Processes and Procedures - Provide budget support to Associate Dean for HEALWA and extramurally funded projects; assist Assistant Directors in budget preparation and planning efforts. - Ensure proper accounting for time and expenditures and review monthly invoices and reports for accuracy. - Work with the Budget/Fiscal Unit Supervisor to establish guidelines and procedures regarding best business practices, work-flow, office policies, and procedures for the HSL. - Oversee fiscal functions related to University travel. Assist HSL staff with resolving transaction processing issues and problems. Act as travel processing backup. - Purchase equipment and non-equipment items using the procurement card or Ariba purchasing system, which includes obtaining appropriate approvals, researching the lowest price and ordering from vendor, maintaining both paper and electronic records, approving and allocating purchases to proper budgets and category, ensuring compliance with policies, procedures and regulations, and resolving any problems that may arise. - Manage library equipment including physical inventory, tagging, insuring, tracking via paper and electronic records, and organizing for surplus, uninsuring and/or transferring of equipment. Use UW OASIS equipment management system, interface with UW Equipment Inventory Office to resolve issues, and process Property Activity Requests, obtaining appropriate approvals. - Manage subscription renewals/purchases for institutional memberships, equipment warranties and vendor contracts. - Develop and produce fiscal reports/logs using Microsoft Excel, Access to track purchases, revenue, inventory, and surplused and transferred equipment. - Prepare monthly or regular financial reports on established financial activities and prepares specialized reports, as required. - Process CTIs and ISDs for room rentals, copy charges and other services by request. - Reconcile BARs for HSL budgets taking corrective action, as needed. - Reconcile Procard purchases for primary department cardholder and for other departmental procurement cardholders. Obtain source documents, reconcile accounts using JP Morgan Chase system, and track violations of department policy and recommend corrective action. - Provide backup to Administrative Services on the following duties: - answer telephone - check voice mail and electronic mail - take messages, refer, transfer calls or respond as appropriate - address physical plant needs - assist with events - Train new staff regarding UW policies and procedures for various operations such as purchasing, surplus, and billing concerns. - Help manage storage and removal of fiscal records in compliance with the appropriate UW records retention schedule. - Analyze expenditure patterns, generate projections, develop cost scenarios and recommend resources based on data and need for the HSL. - Perform other duties as assigned.
Grants, Contracts and Services Agreements
Pre-Award Management: - Develop complex budgets and other administrative sections of grant and contract proposals and prepare non-library portions of grants and both incoming and outgoing research sub-awards, applying appropriate stewardship of available funding streams. - Review, integrate and implement complex federal, state, foundation and University regulations and policies into HSL's grants and contracts to ensure compliance. - Provide technical advice and interpretation of governmental and foundation regulations as well as University policies and procedures to Principal Investigators (PIs), researchers, Library Director, administrator, related support staff, and third parties. - Facilitate timely adherence to sponsor deadlines such as proposal deadlines, progress report deadlines, and requesting extensions, supplements, or revisions as needed. - Interact with staff of the UW Office of Sponsored Programs as well as academic and health offices, departments, and Centers. - Prepare and route electronic and paper forms to resolve related questions.
Post-Award Management: - Assure compliance with non-IRB related policies and procedures at the UW and sponsors. - Authorize actions by central University offices in matters concerning the establishment and continuation of grant, contract, and research sub-awards. - Ensure grant, contract, and research sub-awards agreements are executed in a timely manner, by regularly monitoring status and communicating with appropriate internal and external administrative offices. Implement, monitor, and manage budgets. - Work through the administrative details of research sub-awards with various institutions. Institutions may be domestic or international. Facilitate sub-award set up within the UW to ensure timely invoicing as needed. Ensure sub-recipient monitoring is adequate and documented. - Interact with staff of the UW Grant and Contract Accounting on post-award management issues including ensuring correct application of indirect costs. Work through the close-out at the end of grants or contracts.
Other: - Understand and abide by the Libraries Personal Communication Responsibilities. Communicate appropriately, effectively and positively. Play an active role in staying informed and participating in Libraries and unit meetings, activities and events. - Other duties as assigned.
- 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. - Experience developing and monitoring complex budgets. - Ability to perform detailed work on a daily basis that requires absolute accuracy. - Demonstrated ability to manage priorities to meet deadlines while attaining attention to detail. - Exceptional problem-solving skills. Must be highly organized, service-oriented, flexible, and resourceful. - Excellent written communication skills, including the ability to explain complex regulatory, budget and financial information to a broad range of individuals from various backgrounds. - Demonstrated competency in working with numbers and advanced proficiencies with Microsoft Office, Excel, and Power Point. - Ability to perform all duties in a manner which demonstrates professionalism and an attitude of cooperation and willingness to be part of a team.
- Knowledge and familiarity with various UW Financial Systems (MyFD, SAGE, ARIBA, Procard). - Experience in research grant management (pre- and post-award) with substantial responsibility for proposal development, financial reporting and subcontract management.
CONDITIONS OF EMPLOYMENT:
Able on occasion to adjust hours as needed.
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.