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University of Washington AST PAYMENT & PROCUREMENT ANALYST in Seattle, Washington

Req #: 219650


Posting Date: 03/14/2023

Closing Info: Closes On 03/28/2023

Salary: $3,936-$5,290 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. (

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 a highly motivated self-starter? Do you value high performance standards and customer service? Do you like collaborative work? Then you are ready to join the Administrative Support Team, a dynamic team supporting the educational, scholarly, and creative missions of over 50 academic, arts, and scholarly units across UW’s College of Arts and Sciences. Click here to learn more about the exceptional community of leaders and learners we support in the College of Arts and Sciences (CAS).

Established in 2011, the Administrative Support Team (AST) is the College of Arts and Sciences’ center of expertise assisting over 50 academic, arts, and scholarly units with procurement, payment, human resources, payroll, and foreign national visa transactions. AST also serves as a key touchpoint for College leaders and fiscal staff as they navigate major institutional changes, such as the upcoming 2023 launch of Workday Finance.

AST is committed to creating a collaborative culture that fosters equity of experience and opportunity and in which all team members feel safe, welcome, and included. Sustaining and strengthening this culture is truly a team effort. AST team members are highly motivated self-starters who gladly share knowledge and support with one another to meet rigorous standards of accuracy, efficiency, and customer service. We practice collaboration, engagement, and mutual support by gathering in daily group huddles and weekly process improvement workshops; by working together to balance workloads, research policies and procedures, and address challenging transactions; and by actively listening to each other, our clients, and our colleagues throughout the College and University.

AST has an outstanding, new opportunity to join this excellent and expanding team. Reporting to the Associate Director of Financial Services, the AST Payment & Procurement Analyst provides support for the new and expanded tasks and client portfolios associated with the UW’s Finance Transformation project.

Working with the Payment Procurement AST team, the analyst will assist in developing something new and exciting: workflows, tools, and strategies that will shape the team into the future. The Shared Services Analyst is a subject matter expert in all procurement-related policy and business processes, including travel and expense, invoicing, and purchasing. Specific responsibilities include:


  • Review and submit purchase requisitions, travel and expense reimbursements, honorarium payments, and invoice payments in current in Ariba (thru June 30, 2023) and Workday Financials (starting July 1, 2023).-Ensure compliance with Federal, State, and University laws and regulations.-Determine appropriate mechanisms for all purchases and payments, including accruals.-Exercising independent judgment, resolve problems and adjust for purchases, including price increases and discounts, delivery and invoice errors, accrual or accounting code assignments, status checks on orders for non-delivery, partial delivery, and return of goods.-Reconcile Procard purchases using JP Morgan Chase’s PaymentNet application (thru June 30, 2023) and Workday’s PCard reconciliation module (starting July 1, 2023).-Utilize UWConnect ticketing system to include all communication and documentation for each transaction.

  • Analyzes and reports on status of payments submitted. Assist with resolving outstanding payments, as needed

  • Analyzes and recommends vendor additions to the online catalogue. Establish a workflow to communicate these recommendations to Procurement

  • Develop, maintain, and lead a regular training cadence for Administrative Support Team and CAS units for this subject matter

  • Work collaboratively across all AST groups, to correct any entries or make transaction adjustments as needed.

  • Actively participate in all appropriate policy, business process, and customer service training, including Workday training sessions, in order to maintain and expand current expertise and to build expertise in new systems.

  • Actively participate in daily staff huddles, weekly and monthly workshops, and outreach meetings (as requested).

  • Collaborate with fellow team members to evaluate current AST processes and policies, develop ideas for updates and improvements, and institute changes that continually reinforce our mission and values.

  • Maintain positive and productive working relationships with unit administrative staff.

  • Communicate clearly and collegially with all AST constituents, including customers, central offices, vendors, and colleagues.

  • Maintain high compliance standards while also meeting turn-around goals.

  • Assist departmental staff with the transition to new systems and business practices.

  • Additional project duties as needed. Note: While we value the focus and comfort that remote work can afford, we also thrive on the inspiration and comradery that comes from working together on campus. We therefore have established two standard work schedules for our team members. You may choose to work in the office throughout the week, or you may request to work remotely up to two days per week (Tuesdays and/or Thursdays only), joining your colleagues in-person Mondays, Wednesdays, and Fridays. Qualifications Minimum Requirements:Bachelor's Degree and two years of work experience as a Shared Service Specialist, or equivalent combination of education/experience.Desired Qualifications:Strong skills in Microsoft Office applications.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.