Campus Pride Jobs

Req #: 234970

Department: DEPARTMENT OF EMERGENCY MEDICINE

Posting Date: 06/26/2024

Closing Info: Closes On 07/03/2024

Salary: $3,727 - $4,985 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs.For detailed information on Benefits for this position, 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.

Department of Emergency Medicine has an outstanding opportunity for Fiscal Specialist 1.

The University of Washington's Department of Emergency Medicine within the School of Medicine is comprised of core faculty, contracted faculty, courtesy faculty, resident physicians, fellows, and staff spread across three major sites: Harborview Medical Center (HMC), UW Medical Center-Montlake, and UW Medical Center-Northwest. Emergency Medicine (EM) faculty represents the front line in HMC and UWMC hospital emergency departments and serve the City of Seattle, King County, and WWAMI (Washington/Wyoming/Alaska/Montana/Idaho).

The Department of Emergency Medicine has an outstanding opportunity for a full-time Fiscal Specialist. This position provides fiscal administrative and operations support to the Department's faculty, trainees, and staff. The Fiscal Specialist will be part of the Finance/Payroll/Research Team that includes an Administrator, Program Operations Analyst, Program Operations Specialist, Budget Fiscal Analyst Lead, and Student Assistant. The position will work collaboratively with an experienced team which supports administration of a wide variety of finance and research functions within the Department.

RESPONSIBILITIES: Fiscal Operations Support (80%)

• Primary purchasing agent for the Department utilizing various purchasing methods (Procard, Workday Catalog/Non-Catalog order, Supplier Invoice, Blanket Purchase Order, etc.). Ensure appropriate approvals for purchases, verify charges are allowable, and allocable to the budget(s) charged, ensuring compliance with departmental, institutional and/or granting agency policies, rules and regulations. • Assess purchasing functions and develop appropriate protocols to improve efficiency. • Prepare and process travel and non-travel expense reports for faculty, staff, and trainees, as well as Miscellaneous Payment requests for non-UW individuals, while ensuring fiscal compliance with Department, UW, Washington State, and funding agency's policies and procedures. • Process Research Subject payment requests (e.g. US Bank Card, Tango Gift Card) and maintain tracking system according to Department and UW policies and procedures. • Responsible for performing Transaction Verifications for Department ProCard Ghost account and prepare Expense Reports for Central Travel Account (CTA). Organize and maintain relevant documentation for reconciliation to ensure compliance is met. • Prepare and submit invoices, track and reconcile payments for the Department's non-sponsored research agreements, clinical contracts, and fellowships. • Perform budget reconciliations. Follow-up with Central UW offices and other UW departments/units on transactions as necessary for corrective action; provide interpretation of reports and make recommendations for data corrections. Initiate journal vouchers, payroll accounting adjustments, and expense transfers as needed. • Provide other fiscal support including check deposits/cash or gift transmittals.

Other Job Functions (20%)

• Co-manage the Department's shared Finance email with Budget Fiscal Analyst Lead. • Prepare signature authority documents, route for signature and maintain as needed. • Equipment inventory oversight; tag new assets and update Workday; track asset status for annual and biennial inventories; coordinate the ongoing Equipment Inventory Process; responsible for the Department's Asset Management. • Equipment insurance oversight; apprise faculty and staff of equipment insurance guidelines and update the Equipment Insurance System. o Work with team to update, create and implement appropriate process improvement measures to increase efficiency. • Perform other duties and projects as assigned.

MINIMUM REQUIREMENTS:

• Two years of experience providing administrative support in the area of fiscal and/or business management or equivalent education/experience.

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

• Bachelor’s Degree, preferably in business administration, accounting, or a related field and two years of experience providing administrative support in the area of fiscal and/or business management, or equivalent combination of education/experience • Excellent organizational skills and attention to detail. • Self-motivated and able to work independently, as well as collaboratively. • Excellent customer service and communication skills. • Proficiency in Microsoft Office applications: Word, Excel, PowerPoint, and Outlook. • Familiarity and understanding of University of Washington fiscal policies and procedures. • Working knowledge of UW administrative systems: Workday, Equipment Insurance system, SAGE, Award Portal, etc. • Willingness to travel to other Department sites as needed.

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.