Req #: 234490

Department: ACADEMIC AFFAIRS

Posting Date: 06/04/2024

Closing Info: Open Until Filled

Salary: $10,741 - $11,667 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

Although open until filled, priority application date is June, 21 2024.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The Director of Finance and Operations for the Division of Academic Affairs (AA) provides strategic direction for all budget, financial, human resources, communications, and administrative activity in the division. They are the division’s campus and tri-campus liaison for all administrative and financial matters. They lead budget planning for the VCAA’s office, the central AA units, and the centrally authorized research centers. [the self-sustaining research centers support the proportional expenses] They also support budget planning for the entire division including the schools and the campus Library. They establish and maintain policies and procedures for administrative areas within the division and oversee the operations team for the VCAA’s office.

Duties & Responsibilities: General Division Administration:
Provides accurate and timely information to the Deans, Associate/Assistant Vice Chancellors, Directors, and staff regarding division, campus, and tri-campus policies and procedures. Acts as the division’s primary liaison with UW Bothell departments including IT, Organizational Excellence and Human Resources (OEHR), Institutional Planning and Budget (IPB), Fiscal and Audit Services (FAS), Procurement, Marketing and Communications, and others.

• Strategic Vision: Leads the vision and management for the division’s finance, administration, academic human resources, operations, communications, and services teams with an eye to equity, efficiency, service, and compliance. Advises the VCAA on related issues and makes recommendations for action. Participates in strategic planning, implementation, and problem resolution affecting the division; ensures matters requiring the attention of leadership are thoroughly developed, researched, and evaluated. Interacts directly with the offices of senior members of the campus and the tri-campus to gather information and serve as a resource for their inquiries and requests. Acts as an ambassador and champion for the division promoting collaboration and direct engagement. Member of the Vice Chancellor’s leadership team.

• Administrative & Organizational Leadership: In collaboration with campus partners, provides feedback regarding proposed policy, process, and workflows. Advises and assists the Deans, Associate/Assistant Vice Chancellors (AVCs), Directors, and staff, with policies and procedures. Interprets and implements tri-campus and campus policies, procedures, and operations. Creates, develops, adjusts, and communicates policies and procedures for the division. Uses success metrics to evaluate ongoing operations. Member of the UW Bothell Administrators Council.

• Human Resources: Oversees the recruitment and onboarding for members of the VC’s leadership team. Includes updating onboarding materials, organizing regular leadership retreats and team building and strengthening. Oversees the academic human resources team with all processes and policies in alignment with the tri-campus Office of Academic Personnel including faculty recruitment, appointment, reappointment, retention, promotion, and tenure.

• Event Facilitation: Oversees the planning, organization, and coordination of divisional events. Strengthens community culture across the division provides ongoing opportunities for the VCAA to meaningfully engage with faculty staff, and students at all levels of the division, along with external partners.

• Marketing and Communication: Oversees the marketing and communication strategies for the VCAA’s office, the central AA units, and the centrally authorized research centers. Keeps the VCAA and leadership team informed on status, timelines, resources, and outcomes for major initiatives and ongoing programs. Implements a strategic communications structure within the division, across the other campus divisions, and with external constituencies to foster relationships, ensure transparency, provide ongoing feedback opportunities, and ensure accountability. Develops briefings, talking points, executive agendas, and other related documentation for the VCAA. Budget/Fiscal Management: Provides a variety of budget support for the overall division including all academic affairs units. Serves as primary budget liaison and point of contact on behalf of the division’s central units with IPB, and FAS. Directs strategic financial planning for the division including modeling and forecasting future costs.

• Budget Oversight: Oversees the management of all budgets in the VCAA’s office, the central units within AA, and all centrally authorized research centers. This includes approximately $10 million annually in on-going funding (GOF, RCR, revenue, endowments, gifts, grants) and additional budgets with temporary allocations (amounts variable).

• Oversees and monitors budget reconciliation (operational spending and payroll).

• Oversees spending and salary transfers in University budget system, Workday Finance.

• Oversees payroll distributions for department/unit budgets for accuracy and requests any needed revisions/payroll adjustments.

• Serves as primary point of contact for budget and purchasing questions related to process and compliance with University policies and procedures.

• Develops and implements internal controls and procedures to ensure compliance with University Policies and Procedures consulting with division leadership as needed.

• Develops and implements a records retention strategy in compliance with the University Retention Schedule.

• Oversees travel processes including tracking procedures. Provides timely and accurate information regarding department and University travel policies and procedures.

• Executes and monitors contracts and purchasing in the tri-campus system.

• Create RFPs as needed in conjunction with UW Purchasing office. Strategic Financial Support, Budget Development, Modeling, and Analysis:

• Working with the VC, AVCs, and Directors, prepares annual budget planning submissions for the VCAA’s office, the central units within AA, and all centrally authorized research centers.

• Builds and develops yearly, biennial, and five-year budget plans for the VCAA’s office, the central units within AA except for the campus Library, and all centrally authorized research centers. Includes budget projections and detailed tracking.

• Provides the VCAA with strategic budget analysis for all schools and central units in the division using a variety of sources including salary analysis, spending trends, assessment of available funding sources for appropriateness, and modelling based on past, current, and future spending patterns and enrollment trends.

• Provides the VCAA with analyses of faculty and staff hiring requests to support decision making.

• As a member of the VCAA’s leadership team provides strategic input for the fiscal and administrative functioning of the academic enterprise and makes recommendations regarding fiscal, business, operational, budgetary, space, and human resources matters related to the academic units.

• Support the development of the long-range plans and budget requests for new programmatic initiatives for academic affairs units.

• Collaborates with FAS, and IPB staff and other budget administrators in developing best practices in budget development and management.

• Proactively evaluates the implications of the campus funding frameworks for all budgets in the division. Financial Operations and Reporting:

• Provides monthly, annual, and on-demand financial reports to the VCAA, the AVCS, and the relevant Directors regarding budget status and spending.

• Responds to requests for budget/financial information from FAS, IPB, the Chancellor, and other relevant campus and tri-campus offices. Supervision of Staff:

• Directly supervise 2-3 staff members; indirectly supervise 2-3 staff members plus students.

• Recruit, onboard, and support the ongoing development for professional and classified staff.

• Coordinate merit and staff performance review processes.

• Provide mentoring and support for other divisional staff depending on needs.

• Ensure that core administrative operations and services in the VCAA's office and across the central operations in the division are effectively and efficiently organized.

• Develop and implement a records retention strategy in compliance with the University Retention Schedule for administrative and fiscal records. Other Duties as Assigned:

• Serve as division and departmental representative on various campus committees and groups.

• Other duties as assigned by the VCAA. MINIMUM REQUIREMENTS:

• Bachelor’s degree in data science, accounting, finance, or related field.

• At least 6 years’ experience managing the daily operations of a similar organization that may include financial and budget, human resources, project management, and organizational management.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED REQUIREMENTS:

• Master’s degree in business, accounting, finance, or related field with a strong emphasis on quantitative analysis.

• Experience with Workday and other systems in an academic environment.

• Knowledge of University administrative systems and human resources.

• Previous experience working in a higher education setting.

• Solid knowledge of accounting and budgeting with an ability to communicate budget information in an understandable way.

• Demonstrated experience with budget management, financial analysis, fiscal projections, and tracking.

• Experience supervising others.

• Excellent management and organizational skills with a high degree of accuracy and attention to detail.

• Demonstrated ability to prioritize competing demands and follow-through effectively.

• Demonstrated ability to work independently and with initiative and creativity.

• Demonstrated experience developing constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.

• Must be able to communicate courteously, professionally, and clearly with all levels of UW management, faculty, staff, students, and external partners.

• Ability to work with a diverse constituency.

• Effective and professional oral and written communication skills. CONDITIONS OF EMPLOYMENT:

• Regular business hours or as agreed with the supervisor (hybrid work schedule).

• Available to work occasional weeknights and weekends for special events. Application Process: The application process 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, 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 access 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.