University of Washington FISCAL SPECIALIST 2 in Seattle, Washington
Req #: 212954
Department: SCHOOL OF MEDICINE
Posting Date: 09/23/2022
Closing Info: Closes On 10/09/2022
Salary: $3,665 to $4,917 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-classified-staff-20210208.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 Institute of Translational Health Sciences (ITHS) is a $80M health research institute based at the University of Washington, with integrated partnerships with Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital, and more than 20 other organizations engaged in health research in five states in the Pacific Northwest region. ITHS is funded by the National Institutes of Health along with 50 other hubs across the U.S. The mission of ITHS is to accelerate the translation of scientific discoveries to the clinic and beyond to improve the health of people in our region today. We develop critical resources to help innovators move their discoveries forward. ITHS fosters innovative health research, sustains research resources, and provides education and career development programs. The Institute of Translational Health Sciences (ITHS) has an outstanding opportunity for a Fiscal Specialist 2 to join their team. This is your opportunity to be part of changing the world by supporting the ITHS mission to accelerate research to improve the health of our nation. POSITION PURPOSE Under the general supervision of the Finance Manager: Completes and manages procurement-related transactions. Completes billing procedures for specified ITHS service centers. Assists in meeting and conference planning through fiscal support. Assists departmental staff with the transition to improved and new procurement and financial systems and business practices. DUTIES AND RESPONSIBILITIES Procurement (70%) Serve as liaison with the UW Procurement Office and UW Tax Office, Based on direct communication with units, review and complete purchase requests for equipment, supplies, services, subscriptions, maintenance contracts, licensing agreements, dues, etc., using eProcurement, Procard, and other purchasing systems as appropriate. Maintain office supply-room inventory. Ensure deliveries and regular mail reach proper recipients. Process and monitor payment and reimbursement requests transactions through Ariba systems. This includes: • Travel and purchase reimbursements to UW personnel and to non-UW guests. • Honorarium payments, including to foreign national guests. • Other payments to individuals, including performers and other service providers. • Non-PO invoices and Blanket Purchase Orders (BPOs), including to foreign companies. Serve as liaison to the UW Travel Office. Process and monitor equipment needs as follows: • Serve as liaison to the UW Equipment Inventory Office. • Have all new equipment tagged. • Manage regular inventory as requested by the UW. Advise member units and departmental staff on procurement policies and procedures. Advise and assist vendors as they complete supplier registration steps. Manage monthly reconciling of ITHS budgets in coordination with the Finance Manager. Perform additional procurement duties as needed. Maintain high compliance standards while also meeting turn-around goals. Assist in meeting and conference planning through fiscal support (10%) Plan travel for internal and external attendees as needed. Serve as liaison to the ITHS travel agency. Negotiate and develop contracts with hotels for block rooms; arranges payment. Negotiate and develop contracts with meeting venues. Negotiate and develop contracts with caterers and other food providers. Make timely payments of deposits and final amounts due. Communicate timely with Speakers and other meeting attendees to make honoraria payments a responsive process. Collaborate with Finance Manager on approved budgeting for discretionary items. Maintain high compliance standards while also meeting turn-around goals. Complete billing procedures for specified ITHS service centers in coordination with the Finance Operations Specialist (10%) Prepare and process monthly internal and external billing for select ITHS service centers. Communicate with service center managers to resolve billing issues. Follow-up on past-due account receivables. Complete preparation and documentation of external customer payments. Maintain knowledge of other service units to serve as back up to Finance Operations Specialist. Maintain high compliance standards while also meeting turn-around goals. Assist departmental staff with the transition to improved and new procurement and financial systems and business practices. (10%) Attend approved classes and other trainings to maintain or learn new processes, procedures and policies. Learn how to use new systems for job related duties. Disseminate new knowledge and practices to team members. As needed for workshops and meetings, gather and analyze procurement transactional data; present findings to team; and identify areas ripe for potential process improvements. Develop and maintain procurement process maps, procedures, and workflows, based on continuous process improvement activities, such as tool and process updates; workflow creation, review and revision; and other special projects. MINIMUM REQUIREMENTS Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience. ADDITIONAL REQUIREMENTS Demonstrated ability to build supportive working relationships with individuals of widely divergent backgrounds and needs. Demonstrated ability to work with a team to manage multiple priorities and high transaction volume calmly, competently, and with a sense of humor. Demonstrated experience in customer-service-oriented environment. Demonstrated ability to communicate complex compliance and technical requirements to a wide variety of audiences. Demonstrated ability to research and stay current on continually changing policies and compliance standards. Demonstrated ability to handle sensitive documentation and information. Demonstrated desire and ability to learn new processes and technologies. Excellent organization and communication skills. Proven excellence in attention to detail and accuracy. Demonstrated excellence in tracking complex transactions through multi-step workflows extending over several months or more. Strong skills in Microsoft Office applications. DESIRED QUALIFICATIONS Demonstrated familiarity with UW procurement and payment systems (Ariba, UW Procard). Familiarity with procurement transactions in an academic, government, or not-for-profit organization. Demonstrated ability to contribute to continuous process improvement initiatives. Familiarity with the cultures and needs of academic units. WORK ENVIRONMENT This position is currently eligible for a hybrid work environment (office & home) based on the needs of the department and is subject to change.
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.
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