Finance and Administrative Specialist (Project/Temporary)
University of Washington
Location: Seattle, Washington
Type: Full Time
Internal Number: 194181
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.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
UW's Executive Office of the President & Provost has an outstanding opportunity open for a Temporary Finance and Administrative Specialist. This position is full-time and anticipated to be 2 years in duration.
Under the direct supervision of the Senior Director of the Executive Office of the President & Provost, and in close collaboration with members of the Executive Office Shared Services team (EOSS), the Finance and Administrative Specialist supports the financial and business operations of the following organizational units, offices, and initiatives:
•Executive Office (Offices of the President and Provost) including: Board of Regent; Office of the Ombud; Rules Coordination •Vice Provost Organizational Units: Academic & Student Affairs; Academic Personnel; Planning & Budgeting •Associate Vice Provost Organizational Units: Faculty Advancement; Privacy Office •Health Sciences Services: Academic Services & Facilities; Health Sciences Inter-Professional Education •Compliance & Risk Services •Environmental Health & Safety •Internal Audit •Faculty Senate and UCommittees •Global Innovation Exchange •UWINCO •Population Health Initiative •Finance Transformation
The Finance and Administrative Specialist supports the diverse financial and administrative needs of UW senior leadership over a wide range of business operations. They must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgment in all areas of operation. Input and demand come from multiple directions, people, organizations and activities and complexity is amplified by competing priorities that are presented many times during a day. Managing this breadth and complexity requires a good working relationship with colleagues, excellent rapport with support staff, an ability to deal with the unexpected, resilience and stability in stressful situations, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
The Finance and Administrative Specialist supports the Senior Director and the units listed above on financial and administrative matters and therefore their work impacts a very broad cross-section of the University, particularly with regard to policy development, implementation, interpretation, and compliance.
Duties & Responsibilities
Business Operations, Planning & Analysis (65%)
•Independently and working in tandem with EOSS team members, manage and facilitate the business and financial transactions of all the units listed above. •Representing Executive Office units, serve as liaison with all central UW financial service departments (Purchasing, Procurement Services, Banking and Accounting, Procard/CTA Office, UW Travel Office). Demonstrate discretion and independent judgment in all areas of operation. Establish and implement continuous review and oversight of procedures to maintain compliance with university and state financial policies. Maintain and monitor internal financial controls for all Executive Office units. •Develop, manage, and implement initiatives to improve financial and business operations functions with a focus on effective and efficient delivery of service. Must be comfortable with conducting research, analysis, and developing and proposing new ideas to improve business practices and demonstrate discretion and independent judgement in all areas of operations. •Independently develop, design, and implement organizational policies and procedures affecting all Executive Office units. Conduct assessments of and report on compliance of Executive Office units with university and state fiscal and administrative policies. •Serve as a member of the Executive Office's Financial Transformation Readiness team; attend information sessions; participate in developing FT business workflows and training specific to Executive Office and its units. •Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed. •Provide direct or back-up support to other members of the EOSS team on special projects or during a team members' absence within the Executive Office. May direct or delegate the work of other EO Administrative Specialist(s).
Finance Management and Analysis (25%)
•Using specialized knowledge of Executive Office units’ business operations, financial principles and policies, support the development of operating budgets, forecasting of income for revenue-generating units, and the management of Provost and Vice Provost funding commitments. Provide day-to-day oversight and trend analysis on budgetary spending and funding commitments. Oversee the execution and tracking of all financial transactions for the Executive Office. •Provide support to the Sr. Director with each unit’s budget building and development of fee schedule proposals at the beginning of each fiscal biennium and complete biennial end closing of all unit budgets. Using independent judgment, analyze historical budget data and program operations and recommend budget allocations to the Sr. Director. Prepare financial projections, budget analyses, fee analysis and budget reports for the Sr. Director, Vice Provosts, AVPs, and Directors of subunits as requested by Executive Office unit heads on an ad hoc basis to support critical decision-making processes. Consult as needed with Sr. Director on all budgetary matters for Executive Office Units. •Advise members of the Executive Office on current University and State of Washington policies; make recommendations and provide guidance on budget expenditures and spending policy. Provide instruction and training to portfolio unit staff in procurement policies and procedures as needed. Keep current on relevant changes to UW central service systems and direct the implementation of new systems into all departments.
Special Projects (10%)
•Proactively identify process improvement opportunities, propose changes, and--in collaboration with the wider EOSS team--implement any subsequent actions •Lead and manage special projects or other duties as assigned and provide status reports
•Bachelor’s degree, preferably in Business, Economics, Public Administration or closely related field •Four years of accumulated work experience •Accounting and/or administrative office management experience; •Strong analytic skills; •Excellent communication skills, both written and verbal; •Strong problem solving skills; •High level of attention to detail and accuracy; and •Demonstrate high level of professionalism and judgment.
•Experience working in a financial/administrative capacity in higher education; grants and contract experience at a research university. •Experience working in a central executive/administrative office.
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.
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 undergraduate 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.