Req #: 239804

Department: FOSTER SCHOOL OF BUSINESS

Posting Date: 10/08/2024

Closing Info: Open Until Filled

Salary: $5090 - $7634 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)

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.

Under the general supervision of the Manager of Program Operations, the Program Operations Analyst primary job function will be to provide fiscal and operational management and support to the Fiscal Services Center at Foster School of Business. The Fiscal Services Center supports various Foster units/programs. This role’s primary function is to ensure fiscal operations and compliance oversight for various programs/units are completed effectively, efficiently and in compliance with university/state fiscal policies and guidelines. This individual will identify and recommend process improvement for FSC operations, provide training for various units as necessary, will identify issues and resolve issues timely, will also review/approve purchases, reimbursement expenses and payments on behalf of the Dean’s office for the whole school.

This position is housed at Dean’s Office with Fiscal Services Center at Foster School of Business.

DUTIES AND RESPONSIBILITIES Fiscal Operations Management and Oversight 30%:

• Manage the new Fiscal Services Center: Work with leadership to create efficient and compliant processes to collect and enter information (creating best practices). Ensure matters are handled timely and professionally. Apply solid judgement to escalate more complex concerns to the Manager of Program Operations. • Analyze, modify, and identify redundancies in effort and reshape processes to be more efficient and streamlined while maintaining our compliance with University and state rules. • Develop and disseminate school-wide communications regarding process improvements. Communicate closely with unit and department Directors for feedback involving the Center’s operations. Act, as necessary.

Fiscal Operations 40%

• Perform a variety of complex fiscal administration functions, such as assisting with oversight of about 800 budgets in addition to fiscal tracking and analysis for multiple programs: A&A (Master of Professional Accounting, Auditing & Assurance), IT (Information Technology), M&O (Management and Organization), MIB (Marketing and International Business), MS Entre (Masters in Entrepreneurship), BUERK (Buerk Center for Entrepreneurship),MBA CM (MBA Career Management), MBA (Master of Business Administration)’s fiscal operations: (Note: the programs are subject to change). Conduct various analyses involving fiscal/budget data, integrate and align activities with organizational mission. • Serve as subject matter expert to advise, and assist FSC/program staff regarding many different scenarios, budgetary policies, and procedures based on Fosters broad business practices • Serve as compliance approver for travel, purchasing, reimbursements and payments. • Use Audit Compliance Dashboard to conduct periodic internal audits of Foster financial processes and transactions to ensure compliance. Analyze and present findings to Assistant Dean of Finance and create policies, procedures, and communications to mitigate future findings. • Work with over 30 departments, units, and centers in the school to correct compliance issues and communicate current problem areas to mitigate future non-compliance. Facilitate any UW audits, fulfilling requests for information and follow-up. Work with UW Internal Audit Office to resolve complex issues. Actively and continuously seek out knowledge (Compliance Laws and Guidance, Ethics Guide, UW Ethics certification) to serve as the Center (and Schools) subject matter expert on compliance. • Serve as back up to manage cash and check deposit process to ensure following UW Cash and Check handling policies. Serve as a lead/resource for the school regarding cash/check deposit handling process and compliance.

Procurement 20%

• Provide specialized procurement guidance to over a dozen Foster school units: o Manage procurement process: determining appropriate mechanism, assisting large volumes of requests, trouble-shooting issues, leading compliance reviews, and providing timely customer service o Create internal and external invoices in the system. Track payment status to ensure revenue is received and posted to the correct budgets. o Establish best practices and disseminate them across the school.

Lean Process Improvement and Training – 10%

• Identify and recommend process improvements, quality control, and systems/tools. • Write, analyze, and revise financial guidelines and training tools. • Write, analyze, and revise team communication templates which serve to streamline processes and increase consistency. • Use Lean to assist with creation of new business processes and policies • Identify fiscal training needs and serve as resource for fiscal, procurement & compliance for the school and provide training to various units as needed

MINIMUM REQUIREMENTS

Bachelor’s degree in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist, or equivalent combination of education/experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• High-performing expertise with MS Office Suite (specifically Word, Excel, Outlook) • Excellent customer service skills. • Excellent oral and written communication skills. • Strong organizational skills and attention to detail. • Ability to prioritize and handle multiple tasks on a frequent basis. • Ability to multi-task and proactively resolve issues. • Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times. • Ability to interact with people from diverse backgrounds and non-native English speakers. • Ability to think critically and problem solve. • Commitment to continuous process improvement.

DESIRED QUALIFICATIONS

This position requires substantial organization, problem-solving, project management and communication skills with frequent and substantive interactions within and outside of the Finance teams at Foster Business School. Individual initiative, solid judgement, discretion regarding sensitive and confidential matters, and customer service skills are required for the tasks assigned. This position requires accuracy, efficiency, flexibility, creativity, and a desire to serve multiple stakeholders, while working within UW regulations.

A successful candidate for this position will work independently and actively collaborate with team members and clients; maintain an excellent attendance record; and be adaptable and flexible with workload and competing priorities. This position requires continual learning and management of UW budget and fiscal related policies and procedures. Finally, the position necessitates the highest standard of friendly, customer-service with all faculty, staff, and students, and the public.

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 log into your “My Jobs” page. If you choose 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.

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.