Req #: 234329

Department: COLLEGE OF EDUCATION

Posting Date: 07/01/2024

Closing Info: Closes On 07/15/2024

Salary: $4,299 - $5,782 per month

Limited Recruitment: Open to Department 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-summary-classified-staff-greater-than-half-time-20220908_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.

POSITION PURPOSE We are looking for a motivated and talented financial professional to join the College of Education Financial Shared Services Team (EDFAST) as a Shared Services Specialist.

This position provides fiscal and administrative support to meet the business needs of multiple departments within College of Education in accordance with Generally Accepted Accounting Principles (GAAP), Washington State Office of Financial Management (OFM) regulations, and other applicable University, State, and Federal policies. The position contributes to a regular cadence of continuous improvement initiatives that maintain and enhance published customer service, efficiency, and accuracy standards. The position also participates in a regular training cadence in order to maintain and enhance subject matter expertise. Primary duties include providing technical and policy expertise to complete complex transactions in Workday to support constituent business needs. These may include purchasing, payments, scholarship disbursements, reimbursements, tracking expenditures, reconciliation, billing, ad hoc reporting, training staff, and Fresh Service and UW Connect triage.

The EDFAST team prioritizes the cultivation of future leaders in Finance who embrace diverse expressions, reflecting the rich tapestry of styles and cultures among our faculty, staff, and students. Additionally, we are dedicated to fostering a supportive work environment that promotes a healthy work-life balance. To achieve this, the College EDFAST team embraces a hybrid work model, combining both onsite and remote work arrangements.

DUTIES AND RESPONSIBILITIES UW Connect and Fresh Service Ticketing System:

• Manage and prioritize tickets in Fresh Service for internal clients, ensuring thorough documentation and timely resolution.

• Maintain clear communication and provide regular status updates within Fresh Service, including order status, delivery dates, and other relevant information.

• Utilize UW Connect to submit requests to central units and monitor ticket statuses accordingly, ensuring adherence to UW,

• College, state, and federal guidelines. Procurement and Payments:

• Monitor procurement requests, ensuring compliance, and provide assistance to requesters throughout the procurement process.

• Process and oversee procurement requests in the College’s TREQ system, allocating appropriately to correct cost centers and worktags.

• Collaborate with asset managers for efficient purchasing and inventory management.

• Track Diversity, Equity, and Inclusion (DEI) spending and identify opportunities for increased investment.

• Act as a liaison with vendors, resolving purchasing issues, obtaining quotes, and facilitating vendor registration.

• Serve as a resource for researching and acquiring products/services, ensuring collaborative correction of any entries or adjustments as needed.

• Maintain open lines of communication between UW Procurement Services, buyers, vendors, and purchasing faculty, staff, or students.

• Serve as a subject matter expert for inquiries related to budget reconciliation, procurement, travel, and records maintenance.

• Investigate compliance issues and recommend appropriate actions, reviewing with team leaders as necessary.

• Review UW Use Tax Correction report monthly and generate ad hoc reports as needed. Compliance, Monitoring & Reconciliation:

• Review and reconcile Procard and Central Travel Accounts transactions in Workday, ensuring proper documentation, approvals, and accurate allocation.

• Investigate and resolve discrepancies, manage shared accounts, and provide backup support for colleagues as needed.

• Process refunds, contribute to procurement analysis and reporting, and assist in month-end and yearly close as well as preparation of 1099.

• Assist in the investigation and resolution of compliance issues and recommend improvements. Accounts Receivable and Cash Management:

• Complete invoicing and other accounts receivable tasks in Workday, maintaining comprehensive records.

• Develop and document best practices and workflows aligned with College and Central Office policies.

• Process and deposit checks and cash, storing supporting documents electronically.

• Manage individual Procard, ghost accounts, and Central Travel Accounts for the unit. Policy and Procedures:

• Apply and interpret accounting principles, state regulations, University, and Federal policies, providing guidance and training on policies and procedures.

• Analyze customer service data and recommend improvements, actively participating in process improvement initiatives.

• Demonstrate a clear understanding of cost accounting principles and related audit issues. Administrative Responsibility:

• Collaborate with peers and leadership to develop tools, workflows, and policies supporting efficiency and quality improvements.

• Participate in policy, process, and customer service trainings to maintain expertise.

• Engage in meetings, workshops, and committees to stay updated on regulations and seek training opportunities.

• Analyze and recommend improvements to fiscal record-keeping systems and internal controls.

• Assist in training and delegating tasks to student workers and maintain positive relationships with administrative staff.

• Communicate effectively with all stakeholders, uphold compliance standards, and support departmental staff in transitioning to new systems and practices.

• Perform other related fiscal support duties as required. MINIMUM REQUIREMENTS

• Bachelor's Degree and two years of work experience as a Fiscal Specialist, or equivalent combination of education/experience. ADDITIONAL REQUIREMENTS

• Proficient in use of MS Excel, Word and email. Demonstrated computer experience and knowledge at a level necessary to maintain fiscal record keeping systems.DESIRED QUALIFICATIONS

• Strong customer service orientation with effective interpersonal skills, fostering positive relationships with stakeholders.

• Demonstrated ability to work independently, manage multiple tasks, and prioritize effectively in a fast-paced environment.

• Proven analytical abilities with a proactive approach to researching and resolving questions, discrepancies, and inconsistencies.

• Self-starter with exceptional judgment and critical thinking skills, capable of problem-solving autonomously.

• Ability to adapt quickly and work effectively in ambiguous situations with minimal supervision.

• Proficient in interpreting and applying established policies and procedures, with a keen eye for identifying discrepancies and suggesting improvements.

• Exceptional attention to detail coupled with a strategic understanding of the broader context.

• Strong organizational skills, ensuring efficiency and accuracy while meeting deadlines.

• Demonstrated ability to engage with diverse populations of students, faculty, and staff, fostering inclusivity and collaboration.

• Knowledge of UW fiscal and administrative systems and departments, particularly familiarity with Workday, is preferred.

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.