Work in Washington Veterans Jobs

Req #: 236849

Department: DEPARTMENT OF MEDICINE: RHEUMATOLOGY

Posting Date: 07/22/2024

Closing Info: Open Until Filled

Salary: $8,013 - $10,500 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.

The Division of Rheumatology and the Division of Medical Genetics have an outstanding opportunity for a full-time Associate Administrator - Medical Genetics & Rheumatology. POSITION PURPOSE

The purpose of this position is to have oversight of a variety of administrative, financial and operational affairs of the divisions. This position requires excellent skills, knowledge, and experience in financial administration and compliance. This position reports to the Administrator and works closely with leadership, faculty, and staff in the Divisions, Department of Medicine, School of Medicine, UW Campus, UW Medicine and its affiliates, in an effort to build and maintain efficient and effective research processes that are vital to our mission.

The Associate Administrator will be required to direct and manage multiple priorities, analyze complex situations, and make sound decisions utilizing effective time management skills, good business acumen and judgement. This position requires effective interpersonal skills and must maintain dynamic communication with senior and junior personnel, including staff and faculty, within the Department and the Divisions. The incumbent must have strong analytical, critical thinking and organizational skills. Additionally, this position is required to possess a comprehensive knowledge of the University of Washington and state policies and procedures relating to budgeting and financial management.

This role represents the Division in a number of settings, and will act in place of the Administrator as needed, and therefore must possess strong leadership skills and decision-making abilities. The combined divisions have a total of 61 faculty, 68 staff, and 19 fellows with an operating total budget of $25 million. The position must understand and be able to integrate and implement multiple federal, state, University and Department policies and procedures.

DUTIES AND RESPONSIBILITIES Operations & Leadership (45%) • Analyze and identify the needs of the Divisions and propose solutions and/or recommendations. Areas of need include: space, staff, faculty and research growth, funding for non or indirect research related activities, etc. • Strategize with division leadership on program structure and staffing, implementing appropriate staffing structure to ensure clinical, research, and program operating needs are met. • In partnership with the Division Administrator and Division Heads, manage space and assets for the divisions. • Participate in Divisions strategic planning, including participation on finance, audit, and compliance committees. • Create and present innovative and flexible approaches to business practices as it relates to the management of rapid change in each of the Divisions. • Work with leadership to assess and implement long-range financial needs, opportunities and weaknesses to align with the overall mission of each Division. • Establish strong working relationships with process partners within the university, other divisions in the department, and the department, enabling effective communications and workflow. • Oversee the administrative work-related divisional events, courses, seminars, and other programs and coordinate staffing needed for these activities. • In the absence of the Division Administrator serve as back up to Division Administrator. • As needed, serve as division representative in departmental, school and university-wide meetings.

Financial Management (30%) • Support the preparation of the annual operating budget, specifically focusing on operational income and expenses. Monitor progress against annual budget and make operational expenditure recommendations accordingly. • Create reports, analyses, and develop/disseminate recommendations to the division head and administrator for the effective management of the division. • Evaluate and analyze divisional operational spending against budget and policies; devise and disseminate spending/procurement policies as needed. • Maintain up to date knowledge on current operational and financial policies and procedures to ensure compliance with the Department, School, University, State and Federal guidelines and laws. • Ensure general financial functions necessary to division’s day-to-day and cyclic operations are completed in a timely, accurate and complete manner. • Train and orient division staff on financial systems, applicable policies and laws. Provide direction to Grant Managers to ensure compliance with UW fiscal policies and procedures and advise them in analyzing and strategizing about program financial needs. Provide expert advice and analysis. • Develop policies and procedures related to the administration of financial management functions to manage systems that will safeguard compliance with-all institution, local, state and federal regulations. • Provide leadership to division staff and faculty in financial oversight and operations, and purchasing/procurement. • As needed, audit and approve expenditures in Workday.

Grant and Contract Administration (20%) • Oversee and provide guidance to the grants team in the divisions, work with the grant managers in solving complex divisional grant issues, including deficit management, faculty-funding planning, and complicated administrative processing issues. • Communicate and liaise with departmental, school and university bodies to ensure efficient business processes. • Provide guidance on best processes and possible operational improvements for the grants team. • Serve as backup to grants team/roles (duties could include, but not limited to: post-award activities, financial reporting, payroll distribution and certification, cost sharing, and matching requirements, and ensure compliance with agency expenditure policies and procedures, award terms, and conditions, etc.).

Other Duties (5%) • Provide backup for approvals, security access requests, DOM IT approvals, and SAGE approvals. • Performs other duties as directed.

Supervisory Responsibilities: • Supervise direct reports. Has the authority to hire staff, evaluate job performance, and take corrective action if performance is not acceptable.

MINIMUM REQUIREMENTS

• Bachelor’s Degree in Business Administration, Healthcare Administration or a related field and 5 years’ related experience

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

• Demonstrated dedication to diversity, equity and inclusion • Financial analysis and operational, financial, HR or other program management experience • Intermediate to advanced Excel and financial reporting skills/High degree of professionalism • Customer and results-oriented • Flexible, detail-oriented and ability to multi-task and work under pressure. • Demonstrated experience in working on diverse groups and teams: respects, values, and contributes to diversity, inclusion and equity. Ability to work with diverse populations with tact, diplomacy, discretion, and sensitivity.

DESIRED QUALIFICATIONS

• Master’s degree in business administration, public administration, healthcare administration, or related field or equivalent experience. • Previous work in an academic medical center • Previous experience working within higher education • Previous experience with clinical funds and revenue cycle analysis • Understanding of compliance issues in healthcare environment

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 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 access 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.