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 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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.
Health Sciences Administration (HSA) and supported units have developed a Shared Services Center combining efforts already in practice to provide a cohesive, effective and customer centric model. Mirroring the University's Transforming Administration Program (TAP) priorities we will focus on excellence and quality services, quick delivery and easy navigation. The Shared Services Center will minimize independent unit efforts allowing them to direct funding and resources towards impactful growth and improvement of their core mission and that of the University.
HSA Shared Services Center staff are change agents, consistently providing excellent customer service, always striving for more compliant, efficient and transparent ways to support and further the mission of the University
HSA Shared Services Center has an outstanding opportunity for four Fiscal Specialist 2 positions.
Under the general direction of the Shared Services Finance Manager, you will be part of a team responsible for budget management, purchasing, billing, travel, asset management and financial reporting for the five Health Sciences Administration areas participating in the Shared Services Center (HSA, Office of Animal Welfare, Academic Services and Facilities, Environmental Health & Safety and Primate Center). Work with vendors and customers to ensure that all staff have the essential supplies, equipment, and services needed to carry out the core mission of each area and the University.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
Budget Management: Ability to successfully set up budgets. Process expense transfers (JV, etc.). Provide standardized budget reporting (balances, projections, trend analysis and graphing). Process personnel changes (FTE, osets, merit and costing allocations). Reconciliation of payroll, purchasing, Procards, travel and credit card machine.
Process all aspects of standard and complex purchasing and billing for the participating units. Assure accurate processing of vendor invoices and department purchase orders, including reconciling vendor invoices against department receiving reports for accuracy, identifying and resolving discrepancies, and authorizing and documenting payments on the departmental ProCards. Resolve all customer inquiries and general questions regarding orders, billing and payments. Maintain and edit Ariba BPOs; assist UW Purchasing with vendor registrations for orders; maintain vendor accounts.
Assure prompt payment of participating unit invoices; assure packing slip documentation of vendor payments; receive (authorize payment for) Ariba BPOs; create non-PO invoices in Ariba; create reimbursements for individuals' payments; perform invoice payment problem-solving.
Must have a working knowledge of contract management process.
Travel Coordination and reconciliation
Assist with setting up travel for employees and perspective employees
Liaison with units and travelers to ensure appropriate approvals and arrangements are made
Assist with reimbursements post-travel.
Stay current with University Travel Office training in order to assure
Demonstrated proficiency with the billing process.
Responsible for fiscal reporting which includes; monthly common reports, annual budgeting, EDW data acquisition, audit support, recharge rate setting and quarterly MAA reports.
Maintain order documentation and CTI files, records, and all associated correspondence for activity. Resolve all customer inquiries and general questions regarding billings and CTI charges and source data.
Perform other functions as needed.
For detailed information on Benefits for this position click here.
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.
Demonstrated experience providing excellent customer service by actively listening to customer's concerns, effectively communicating options, respecting the customer's decisions and implementing them in a timely and cost effective manner.
Ability to embrace change
Demonstrated commitment to continuous improvement in work process and efficiency
Ability to work in an ambiguous environment
Demonstrated ability to cultivate positive working relationships with coworkers, management, customers, manufacturers, vendors and the general public.
Maintain a professional demeanor.
Maintain accurate and timely documentation as required.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Proficiency with University Purchasing, Procurement Services, and Procurement Card Services procurement systems. Experience reconciling orders to packing slips/receipts and invoices. Experience successfully resolving vendor and customer issues regarding orders, including vendor registration, delivery, back-order, change-order, and return/exchange issues. Familiarity with PurchasePath ordering system. Experience with spreadsheet and database management programs.
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 Workforce 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.