University of Washington | BUDGET/FISCAL ANALYST | Seattle, WA | United States | BigDataKB.com | 11/11/2022

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Job Location: Seattle, WA

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.

The School of Medicine: Academic and Regional Affairs has an outstanding opportunity for a Budget Fiscal Analyst to join their team.

The Budget Fiscal Analyst provides guidance to faculty, staff, and students regarding UW financial procedures and guidelines; performs technical fiscal analysis and financial reporting; and processes daily requests for the acquisition of goods and services for all programs within the Academic, Rural and Regional Affairs unit in the Dean’s Office, School of Medicine. Under general direction of the Assistant Director, this position serves as a fiscal expert to provide financial management in procurement services, financial accounting, tax, initiation and management of contracts, meeting customer needs and improving work processes. The Budget Fiscal Analyst will work with Dean’s Office IT staff and the Academic Learning Technology staff to develop and manage a clerkship administrative funds tracking mechanism that integrates data from e*Value, AADM, and ARIBA systems. This position works closely with faculty, staff, students, and outside organizations across the five-state WWAMI region to support School of Medicine medical student programs and activities. The Budget Fiscal Analyst is responsible for exercising initiative and independent judgment, coordinating activities to assure consistency with overall unit requirements and goals.

DUTIES AND RESPONSIBILITIES

Fiscal and Budget Analysis and Projections (35%)

  • Analyzes expenditure patterns, generates projections, develops cost scenarios, and recommends resources and reallocation of resources based on data and need expressed by division directors, managers, and the regional WWAMI offices.
  • Provide analytic support and financial analysis; and independently and quickly create spreadsheets and forecasting models to accurately assist divisions within Academic, Rural and Regional Affairs in annual planning needs.
  • Establish financial schedules for self-sustaining budgets; conduct analysis of WWAMI clerkship, including Unit needs and resources, and make expenditure projections.
  • Interpret and review fiscal operations such as analyze expenditures, transaction coding and budget reconciliation, initiation and review of all purchasing and reimbursement documentation.
  • Work with all levels of accounting and finance staff (Director of Financial Reporting and Budgeting, Director of Departmental and Financial Support Services, Accounting Manager, and Financial Analyst) to help ensure accuracy of financial results and understanding budget to actual fluctuations and data idiosyncrasies.
  • Serve as a resource on questions related to budget, monthly performance and budget to actuals variations. Advise and assist faculty, directors, managers, and staff regarding budgetary policies and procedures, account status.

    Fiscal Processes and Procedures (30%)

  • Manages fiscal year/biennium closeout processes for Academic, Rural and Regional Affairs working closely with unit managers, department clerkship directors, and clerkship sites to ensure end-of-year expenses are processed and reported in correct fiscal year.
  • Ensure proper accounting for time and expenditures and review monthly invoices. Manage and reconcile Procard payments and bank statements. Review invoices and reports to clerkship sites for accuracy and manage fiscal processes.
  • Work with Director and Associate Directors to establish guidelines and procedures regarding the best business practices, work-flow, office policies, and procedures for Academic, Rural and Regional Affairs and work to improve established operational processes associated with development and management of proposed and funded contracts and affiliation agreements.
  • Write standard fiscal operating procedures and designing fiscal process improvement across multiple units and working within a team to initiate, design, implement, and monitor measurable process improvement initiatives. Recommend and implement fiscal process and data flow improvements.
  • Recognize and monitor budgets for spending overages and other variations. Investigate fluctuations and independently advise directors and managers on corrective actions. Initiate journal vouchers and track the status of these requests.
  • Work as a liaison between various funding agencies, departments including the Dean of Medicine’s Financial Support Office to resolve problems and obtain approval for deviation from authorized procedures and expenditures.
  • Oversee fiscal functions related to purchasing, budget, Procard reconciliation, etc. Assist ARRA faculty, staff and students to resolve transaction processing issues and problems.
  • Initiate, review, and process all POs, reimbursement requests, check requests, etc., for accuracy and compliance with State, UW and Dean’s Office Financial Support Services requirements.
  • Establish and initiate WWAMI clerkship budgets and invoicing policies with new clerkship and WRITE sites, including provisions for student housing.
  • Review and process all WWAMI and WRITE clerkship subcontract payment invoices working with Payables to resolve discrepancies against purchase order and vendor files.
  • Conduct presentations on current financial policy and procedures to various departmental groups, faculty, and staff at meetings and in one-on-one sessions as required.

    Contracts and Service Agreements (30%)

  • Interface with state agencies and federal agencies and private vendors for professional development training, goods, services, and funding for all training components following UW and state regulations and guidelines, in the creation of contracts and affiliation agreements.
  • Initiate, monitor, and maintain standing orders and maintenance contracts with WWAMI and WRITE required clerkship sites, visiting student sites and other sites as required.
  • Coordinate with UW Purchasing to initiate contracts and P.O’s, develops specifications and terms of contracts, which may include personnel service, purchased services, and etc.
  • Gather and analyze data for various reports as requested by clerkship sites and required by the affiliation agreements.

    Special Projects (5%)

  • Develop, modify, and maintain multiple record keeping and reporting systems for varied and complex sources of funding; develop procedures for implementation, execution, control, and review/audit of fiscal operations.
  • Establish and maintain common digital financial filing systems and procedures across the units, so that financial records are organized, easily referenced, and quickly updated.
  • Perform related duties as required by the Director and Assistant Director. May direct the work of student assistants.

    MINIMUM REQUIREMENTS

  • A Bachelor’s Degree with major study in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist, or equivalent combination of education/experience.

    ADDITIONAL REQUIREMENTS

  • Advanced skills and work experience with applicable software including Adobe Acrobat and Microsoft Office products including Word, Outlook, Excel, Access and PowerPoint.
  • Experience with UW and State policies, procedures, and regulations related to finance and purchasing.
  • Completion of University of Washington Professional & Organization Development Certificate in Fiscal Management Program or demonstrated understanding of generally accepted business and accounting practices.
  • Proven ability to handle executive level information in a confidential manner with a high degree of discretion, tact and diplomacy.
  • Excellent written, oral and interpersonal communication skills.
  • Ability to work independently with a high degree of reliability, accuracy and productivity.
  • High degree of organization and ability to multi-task in an environment with changing priorities and deadlines.
  • Demonstrated ability to work in a team environment.

    DESIRED QUALIFICATIONS

  • Previous School of Medicine fiscal and program coordination experience at the University of Washington working with budgets, purchasing transaction processing, and grant and contract administration.
  • Proven project management experience.

  • This position sometimes requires the employee to work beyond a normal work week (i.e., more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend and give presentations at events and/or meetings.

    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.

    • Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

    Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

    To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

    COVID-19 VACCINATION REQUIREMENT

    Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.




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