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Req #: 214414
Department: UW FINANCE TRANSFORMATION
Posting Date: 10/21/2022
Closing Info: Open Until Filled
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
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. (~~~)
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 UW Finance Transformation Program has an outstanding opportunity for a Finance Operations Specialist to join their team. POSITION PURPOSE The Finance Operations Specialist responsible for providing fiscal and operational support for the Finance Transformation Program – Finance team. The Finance team supports the Finance Transformation Program’s large effort to replace the University’s financial systems. The Finance team is deeply committed to maintaining the highest level of customer service by promoting operational efficiencies, standardizing processes, innovation, and ensuring compliance standards are met. This position is an integral member of the Finance team and must be adaptable, flexible, and able to manage a high volume of work. It requires an innovative, creative, highly motivated, team-oriented individual. Requires a proactive and positive business approach focused on meeting current and future needs where the application of data, knowledge and transactions play a critical role in providing operational excellence. The position must meet challenges with resourcefulness and innovation, respond effectively when dealing with tight deadlines, works proactively, and makes sound independent judgement when needed. The Finance Operations Specialist has a wide range of duties that includes managing all finance contracts, reviews and approves procurement/reimbursement transactions, reviews records management procedures. The Finance team is a small team providing support for a very large program with many vendors supplying hundreds of contractors. In addition, this role will assist in establishing polices related to procurement, travel, reimbursements, and training. This role also provides training and individualized support to selected program leaders. The UW Finance Transformation Program (UWFT) is a $330M initiative to replace the University’s financial systems with an integrated system to manage the full suite of financial transactions and reporting needs in the UW system – to include academic, administrative, and healthcare. UWFT will fundamentally change the processes and tools that the University employs to track, spend, collect, manage, and report University Finances in excess of $7B in annual revenues, resulting in more timely and actionable information for leadership. Among the UW’s highest administrative priorities, this multi-year initiative is one of the largest Finance system projects in Washington State and the outcome of the program will be highly visible at all levels of the University and the state. DUTIES AND RESPONSIBILITIES Procurement Management and Operations – 40% Serve as procurement lead for the FT Program, managing all procurement-related activities (e.g., BPO, requisitions, non-PO invoice, ProCard, etc.), with a concentration on the very high volume of BPO’s. Manage volume of over 100 active contractor resources, and over 200 open BPO’s with frequent invoicing is expected to increase over the remainder of the program. Manage and maintain procurement data to identify trends, enable automation, and utilize technology to increase productivity and accuracy. Work closely with wider FT Finance team for operational efficiencies and improvements (e.g., training, documentation, strategic procurement analysis, etc.) specially to improve response times Serve as the unit’s travel expert by providing travelers with guidance, best-practices, templates/forms, reimbursement process, and documentation. Ensure adequate audit trails and internal controls are followed and are in compliance with policies and procedures set at the Federal, State and UW levels. Reporting and Reconciliation – 40% Perform monthly budget reconciliations for 27 different budgets Work closely with Financial Analyst and Finance Manager with monthly reporting and forecasting. Oversight of year-end & biennium close process. Guidance and Consultation – 20% Provide direct guidance to program managers on best methods for bringing on critical contract resources, using subject matter expertise to advise for rapid results Advise program managers on contractor end dates proactively for converting to employee positions, if applicable Enhance and maintain operational excellence by initiating process improvements. Help review, resolve, and triage finance & administration customer inquiries. Lead and establish a culture of positive attitude for internal and external customers. Support and manage ad-hoc projects and requests as assigned. MINIMUM REQUIREMENTS Bachelor’s degree in Business or related field Minimum of two years of experience in fiscal administration Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Ability to work independently and make decisions as necessary; ability to manage multiple priorities and coordinate projects in a complex organization Must be highly organized, proven attention to detail and accuracy, and resourceful in finding solutions Experience in an administrative support role Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS Working knowledge of the University’s procurement systems and policies (Ariba, ProCard, CTA’s, reimbursements). Working knowledge of the University’s payroll systems (Workday, and legacy systems LTR, OWLS, UW Time Sheet, OPUS, ETR/PTR) Experience with UW financial systems and operations (MyFinancial Desktop, FIN, Ariba, eTravel, eReimbursement, and Procard) Working knowledge of the University’s chart of accounts (budget numbers, object codes, organization codes, fund type) Data tools: Excel, Tableau, SQL Knowledge of operational excellence and LEAN process improvement systems Working Environmental Conditions Available for hybrid and 100% remote work. Other Comments This position on the Finance Transformation Project is temporarily funded; continued employment is contingent on ongoing funding and performance. 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, 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.
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.
