Work in Washington Veterans Jobs

Req #: 238091

Department: SCHOOL OF MARINE AND ENVIRONMENTAL AFFAIRS

Appointing Department Web Address: https://environment.uw.edu/

Job Location Detail: Hybrid Eligible - 3 days in office, 2 days of telework

Posting Date: 08/21/2024

Closing Info: Open Until Filled

Salary: $9,500 - $11,000 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.

Are you ready to take on a role that challenges you to think outside the box and solve problems in innovative ways? The College of the Environment at the University of Washington is seeking a dynamic individual to fill our full-time Administrator position. This is not just a job; it's an opportunity to lead within both the College of the Environment’s Dean's Office and The School of Marine and Environmental Affairs (SMEA) and contribute to a college that values diversity, equity, and inclusion.

Our commitment to diversity is not just a goal, it's a requirement for creating solutions that allow science to serve all of humanity more effectively. As an Administrator, you will play a pivotal role in fostering an environment where every member of our community is valued and respected. We support a robust mentoring culture and are dedicated to developing leaders who reflect the diverse styles and cultures of our faculty, staff, and students. We understand the importance of work-life balance and offer a hybrid work model that accommodates both onsite 3 days per week and remote work 2 days per week. If you are a motivated professional looking to make a significant impact in the environmental field, we encourage you to apply and help us shape the future of environmental understanding and stewardship.

Reporting to the Dean’s Office Director of Finance and a secondary line to the Director of SMEA, the Administrator has a pivotal role in ensuring the fiscal and operational health of the school. The role of an Administrator within an academic institution like the School of Marine and Environmental Affairs (SMEA) is multifaceted and crucial for the smooth operation of the school. This involves overseeing financial planning and managing a diverse portfolio of funds, which may include core funding, fee-for-service revenues, donations, and grants. Furthermore, the Administrator is tasked with the development and implementation of policies and procedures that cover all operational facets, from strategic planning and faculty recruitment to regulatory compliance and staff human resources. The effective management of these responsibilities supports the school's mission and contributes to its success in the academic and research landscape.

This unique Administrator role at the College of the Environment is indeed a challenging and dynamic position that requires a unique combination of skills and expertise. The ideal candidate will possess a comprehensive understanding of business operations within an academic setting, demonstrating proficiency in managing complex budgets and financial systems. They will be responsible for overseeing a diverse range of programs, from academic courses to research initiatives, ensuring that each aligns with the College's strategic goals while also maintaining financial sustainability. The ability to collaborate effectively with faculty, staff, and various departmental teams is paramount, as this role involves integrating the efforts of Human Resources, IT, and Finance and Accounting to support the College's mission. Moreover, the Administrator will play a pivotal role in policy development and must be capable of making informed, independent decisions. A strong background in accounting and familiarity with specific financial and HR systems, such as Workday Financials, Adaptive Planning, and Workday HR and Payroll, is essential. The candidate should also be well-versed in interpreting financial statements and applying HR policies within the context of the University of Washington. This role is not just about financial acumen; it's about fostering a collaborative culture that propels the College towards its future aspirations.

DUTIES AND RESPONSIBILITIES Finance and Administration in School of Marine and Environmental Affairs 40% Strategic Planning • Develop and work with SMEA director to identify resources hiring plans and recruitment of faculty, students, and staff. • Develop and work with SMEA director on long term sustainability plans. • Develops the 5-year School budgetary plan in Adaptive. • Identify long term financial risks and develop risk assessments.

Administrative Oversight • Responsible for oversight of Public Records requests (1-5 times per year). • Responsible for security Role Provisioning in Workday. • Serve as the SMEA representative for College Wide Administrator monthly meetings and directly liaison with the Dean's Office.

Financial Oversight • Manage SMEA Merit cycles and liaison with Dean’s office by reviewing merit inputs into Workday and ensure that appropriate adjustments are applied. • Track Commitment Distributions. • Responsible for Core Fund Management approximately 2 million and research oversight of 5.5 million with a growing fee for service body of work. • Reviews procurement for compliance with funding policies. • Keeps current with new UW Central Procurement and Travel policies and procedures; coordinates the integration of new systems and applications into the standard operating procedures of the department. • Project Indirect Cost Recovery Returns and anticipate uses. • Approve Payroll Accounting Adjustments from Grant Managers and Cost Center Managers when routed. • Develop best practices for payroll and grant management. • Establish and write department level policies and procedures in accordance with College, University, State, and Federal compliance regulations. • Respond to Audit Requests. • Responsible for the annual financial plan in Workday Adaptive Planner for SMEA.

Human Resources • Develops and implements procedures for new positions, searches, hiring, appointment onboarding and separations. • Serves as a resource and in an advisory role to faculty and staff regarding HR issues. • Serves as a liaison to UW Academic HR and Dean’s Office HR. • Manages new position postings, hiring, onboarding and separations. • Coordinates VISA processing with Shared Services Team. • Manages the promotion and Tenure of Faculty (10 total faculty). • Track employee FMLA, Sabbatical, and other leaves of absences to ensure that Workday accurately reflects status.

Supervision • Leads financial office. • Supervises 1 part time FTE in Dean's Office Compliance.

Dean’s Office Shared Environment Administrator 60% Strategic Planning • Develop and work directly with the Directors for 5-year financial plan for specific programs withing the College (Program on the Environment and Program for Climate Change).

Financial Management
• Primary shared environment review Expense Reports and Miscellaneous payments for smaller core units in Environment. • Set up Start Up Packages for Dean’s Office Commitments and New professorships (5-8 per year). • FDM Management in conjunction with director of finance including annual FDM clean up. • Perform non-payroll accounting adjustments and shared environment reclasses for Marine and Environmental Affairs, Environmental and Forest Sciences, and Aquatic and Fishery Sciences. • Back up to the Director of Finance in the Dean’s office for central led meetings regarding Workday. • Perform Annual and Ad Hoc Funding Transfer requests for SMEA, CICOES, EarthLab, Program on Climate Change, Program on the Environment with a peak time between July and October. • In partnership with the Director of Finance in Dean’s Office with Adaptive coordination and training of unit Administrators (October thru January). • Advise Procurement and Supply chain pillar of the Finance and Accounting Service team on best practices and in coordinator with the Supply Chain Pillar develop, lead, and write standard operating procedures. • Act as subject matter expert in the area of procurement and supply chain. • Coordinate Financial Reporting and Close Pillar and Procurement and Supply Chain cross functional communications.

Educational Outreach
• In conjunction with the Director of Finance, perform annual financial outreach sessions with unit level fiscal staff and administrators. • Host annual training for Workday enhancements to reporting, procurement, and other financial business process changes. • Provide training to Administrators and Fiscal Support Staff on basic accounting concepts.

Supervision • Supervises one part time shared environment staff member.

MINIMUM REQUIREMENTS

• Bachelor's degree in Business or related field. • At least five years of increasingly responsible experience in an academic management-level position.

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

• Strong accounting background with proven experience managing state, grant, and endowment budgets as well as a demonstrated ability to manage collegially the operations and staff of a complex academic program, department or school. • Demonstrated ability to manage multiple projects under pressure of competing deadlines and changing priorities. • Strong interpersonal and conflict resolution skills; ability to build cooperative and effective working relationships. • Excellent verbal and written communication skills; ability to communicate diplomatically and effectively with staff and faculty alike. Proven accuracy and attention to detail.

DESIRED QUALIFICATIONS

• Master’s degree and three years of increasingly responsible experience in an academic management-level position. • Understanding of University of Washington budgetary policies and procedures. • Understanding of and federal grant and contract policies and procedures. • Knowledge of UW applications and financial systems. • Working knowledge of UW HR/Payroll systems and procedures. • Strong orientation toward providing excellent customer service. • Demonstrated experience in innovation regarding administrative systems, partnerships, etc.

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.