Work in Washington Veterans Jobs

Req #: 238527

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid Eligible

Posting Date: 09/09/2024

Closing Info: Open Until Filled

Salary: $8,247 - $10,000 per month

Limited Recruitment: Open to UW Employees only

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.

UW School of Medicine (SOM) is the only medical school directly serving the states of Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). The SOM is comprised of 31 basic science and clinical departments and has over $2.2 billion in revenue and annual expenses in support of its research, educational and clinical activities and programs. The SOM has a total enrollment of over 1,100 medical students, 1,500 students pursuing the Doctor of Medicine degree, 2,700 full time faculty members and over 4,000 staff.

The School of Medicine’s Dean’s Office is currently looking for a Shared Environment Payroll Analyst.

The position is responsible for ensuring payroll for the employees of the School of Medicine is processed accurately. This responsibility requires independent judgement and decision making to apply UW policies to develop SOM procedure and practice. This position is expected to demonstrate accountability for the results of SOM-wide payroll processing. The position will develop training materials and establish the Shared Environment as the centralized resource for complex payroll transactions.

This position will ensure payroll transactions for 2,700 faculty members, over 4,000 staff, and 1,100 students are processed accurately and in accordance with University and the School of Medicine’s policies and procedures. This position will develop payroll workflows, reports, and perform audits to ensure appropriate processing of payroll within the School. Will work with HR and finance staff within the Dean’s Office and the 31 SOM Departments to ensure compliance with policies and procedures and will work directly with the University payroll office and other University units on any process improvement initiatives and appropriate processing of payroll.

UW School of Medicine (SOM) is the only medical school directly serving the states of Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). The SOM is comprised of 31 basic science and clinical departments and has over $2.2 billion in revenue and annual expenses in support of its research, educational and clinical activities, and programs. The SOM has a total enrollment of over 1,100 medical students, 1,500 students pursuing the Doctor of Medicine degree, 2,700 full time faculty members and over 4,000 staff.

Core features of job

• Position requires detailed knowledge of University and School of Medicine compensation structures and payroll policies and procedures.

• Position plays a key role in developing, implementing, and monitoring of SOM policies and procedures to support accuracy of payroll transactions for the School’s faculty, staff, and trainees.

• Ability to collaborate with all stakeholder groups such as upper campus units, SOM departments, and SOM Shared Environment to ensure SOM payroll transactions are processed in accordance with the University and SOM policies and procedures.

• Will provide subject matter expert support around payroll for the School of Medicine.

• Position requires high degree of independence and confidentiality. DUTIES AND RESPONSIBILITIES Payroll Business Planning and Analysis - (60%):

• Ensure payroll for the employees of the School of Medicine is processed accurately by regularly running reports and performing detailed analysis. This responsibility requires independent judgement and decision making to apply UW policies into to developing SOM practice. This position is expected to demonstrate accountability for the results of SOM-wide payroll processing.

• Serve as the subject matter expert for payroll processes for the SOM. Examples of complex subjects may include how salaries are charged to grant budgets, salary over the cap restrictions, cross-company salary over the cap processes, direct hospital funding, etc.

• Provide guidance for compliance with all applicable university, school, union, state and federal policies, rules, and regulations related to payroll.

• Develop, implement, and oversee internal controls for payroll management for SOM.

• Lead initiatives towards improving payroll operational efficiencies.

• Lead initiatives towards resolving pertinent issues and challenges with payroll processing.

• Lead and work collaboratively with HR and payroll staff across the SOM and the University.

• Lead the effort to collect relevant payroll information from all sources in a timely fashion and ensure continuous communication with all affected parties.

• Establish and maintain relationships with UW business partners.

• Continually identify opportunities for improvement or gaps in business processes within the local units/departments and the Shared Environment.

• Analyze financial systems and processes, and where appropriate, provide and coordinate revisions to those systems and processes.

• Process payroll costing allocations and payroll accounting adjustments as necessary.

• Serve as subject matter expert for complicated payroll accounting adjustments.

• May recommend deployment of SE team to achieve SOM-wide success during periods of high volume such as year-end PAA deadlines.

• Partner closely with the Shared Environment Financial Analyst to align payroll business planning with the overall finance org business planning.Training and Education - (30%):

• Develop training materials and establish the Shared Environment as the centralized resource for complex payroll transactions and corrections.

• Train payroll and other staff and faculty on UW/School policies, procedures, reports, and forms for all employee and internal lifecycle actions.

• Partner with the UW, SOM Finance, and Department finance units in developing and maintaining the necessary training materials and procedure manuals.

• Develop onboarding and training for new hires within SOM departments and SE.

• Provide onboarding and continuous training to the Shared Environment staff and local unit/department staff involved in the various payroll business processes.

• Effectively communicate any updates or changes to impacted teams to ensure adoption of new processes.

• Hold regular school-wide meetings as needed for training and office hours sessions.Internal Audits - (10%):

• In partnership with SOM Finance, assist in auditing payroll transactions in Workday. This includes reviewing for accuracy in payroll processing, analyzing the data, working with departments to correct errors, and performing continuous process improvement to reduce errors going forward. This position is accountable for the SOM-wide success of payroll processing.

• Develop and perform processes for on-going internal audits or review processes to ensure payroll transactions are processed timely and accurately.

• Other duties as assigned. MINIMUM REQUIREMENTS

• Bachelor’s degree in business administration, finance, accounting or related field.

• 5 years demonstrated experience in project management and business analysis. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Specific knowledge of the University of Washington and School of Medicine compensation and payroll policies and procedures and systems.

• Understanding of UW School of Medicine, clinical, and hospital funding sources and mechanisms.

• Understanding of federal and UW grants management policies and procedures. DESIRED QUALIFICATIONS

• Demonstrated ability or experience to work with senior leadership as well as all levels of staff and must be able to communicate effectively (written and oral) to all.

• Ability to work independently and exercise decision-making authority.

• Strong organizational skills to prioritize workload.

• Strong and successful background in process development and improvement, strategic planning, change management.

• Demonstrated success using Lean or similar process improvement tools.

• A strong blend of technical/process design skills, leadership, group facilitation and communication skills.

• Ability to interpret and communicate to others complex policies and procedures.

• Proven leadership and strong communication skills.

• Proven track record in exercising discretion and independent judgment effectively in decision-making processes.

• Demonstrated experience of successful handling of multiple projects with critical deadlines.

• Detailed understanding of financial audit controls. 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.