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 Benefits page.
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 Department of Pediatrics is dedicated to improving the health of all children and adolescents by educating physician leaders of the future, advancing research, advocating for children and providing the nation's best pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff.
The Department of Pediatrics, Division of Genetic Medicine currently has an outstanding opportunity for a FISCAL SPECIALIST 2 to provide general administrative support to the faculty and staff who are located in several locations and as a secondary role provide coordinated support for the central Department of Pediatrics office. This position is ideal for a detail oriented and highly organized problem solver who likes to perform variety of tasks, enjoys working with diverse group of people, and wants to use administrative and fiscal skills in a team environment.
Review, reconcile and update 50+ Divisional budgets monthly against MyFinanical Desktop reports, distribute to the PIs and respond to inquiries.
Verify charges that are appropriate to the budgets and preform expenditure and salaries transfers when necessary.
Maintain internal shadow booking system for reconciling transactions and using Project Cost Accounting (PCA) codes appropriately
Provide faculty members with monthly reports/balance on Professional Development Fund (R&T)and Research Cost Recovery (RCR) accounts
Prepare and maintain quarterly Grant and Contract Certification Reports (GCCR)
Perform all purchasing related functions: process purchasing requests, product research, contact vendors and maintain auditable purchase order files including providing backup support for other fiscal staff in the Department.
Work with vendors to investigate and resolve purchasing and billing issues
Manage and reconcile ProCard purchases and FedEx transactions on PaymentNet. Acquire source documents from the card holders to ensure that the appropriate Use Taxes and object codes are applied and the charges are allocated to the budgets in a timely manner. Assist card holders with disputes as needed
Assist with travel arrangements and process travel expense reimbursements for faculty, staff and visitors while compiling with UW travel policies and/or sponsors' guidelines
Develop and coordinate visiting itineraries during faculty recruitments
Assist Faculty, Division Chief and Division Administrator in collecting acquired info for Annual Activity and Progress Report, Faculty Promotion, Reappointment and Annual Merit Review
Schedule and organize the monthly Division Faculty meetings, the location is rotated between UW and SCH
Work closely with program assistants in the Genetic and Biochemical Genetic Divisions at Seattle Children's Hospital in order to provide support to the clinical faculty based at SCH
Serve as a primary contact in organizing the annual Pacific Northwest Genetics Exchange in UW, managing activities such as sending invitation by email, reserving room and computing & audio equipment, setting up/modifying presentation schedules, requesting food approval from Pediatrics Finance Director, ordering food and collecting fund from participants for lunch etc.
Maintain filing system of budget records according to UW records retention policies
As needed, assist in preparation of grant application forms and budget for proposals and progress reports to funding agencies through UW Office of Sponsored Program (OSP). Coordinate with faculty and division administration to insure all grant application materials that are prepared accurately, and submitted within the application deadline
Perform other related 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 with MS Excel and Word
Excellent written and oral communication skills
Demonstrated ability to adapt to changing priorities and respond professionally
Effective time management and organizational skills
Outstanding problem solving skills including ability to research and navigate online systems
Able to work with faculty, staff employees and students at various levels of multiple organizations
Experience managing budgets, and preparing spreadsheets
Bachelor degree in accounting, finance and/or business
Demonstrated success in a UW administrative or fiscal position, and knowledge of Ariba, PDR, Financial Desktop, PaymentNet and UW travel policies and procedures
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.
Condition of Employment:
A satisfactory result from a criminal background check will be required prior to hire.
This position is required to demonstrate knowledge and understanding of, and maintain confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization's operations or privacy of patients. This position will access and use the minimum necessary information to perform job responsibilities and duties and only for authorized purposes.
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.