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The Division of Allergy and Infectious Diseases has an outstanding opportunity for a Fiscal Specialist 2.. This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment. The position provides entry-level fiscal and administrative support to the Division finance team.
• Main purchaser for AID faculty located at multiple locations utilizing various purchasing methods (Procard, Non-PO invoicing, eProcurement, etc). Ensure appropriate approvals for purchases and verify charges are allowable, and allocable to the budget(s) charged, ensuring compliance with departmental, institutional and/or granting agency policies, rules and regulations. Manage AIDFiscal shared email account, triage questions, assign ownership and develop and maintain filing system. • Assess purchasing functions and develop appropriate protocols to improve efficiency. • Perform travel planning and reimbursements including: arranging travel; process expense reports (eTravel) for payment; process per diem advance requests; and reconcile CTA account online; ensure compliance with state and institution regulations and procedures; allocate travel expenses to appropriate budgets; provide guidance to travelers regarding UW and sponsor travel policy, restrictions, and procedures • Maintain purchasing records, ensuring compliance with departmental, institutional and/or granting agency policies, rules and regulations. • Train new staff on purchasing process and guidelines for the division. Train on all components of Procard and ARIBA including BPO subcontracts, ordering, invoicing, travel reimbursements and central receiving. Review state and federal guidelines and how they impact eProcurment.
• Manage Divisional Central Travel Accounts (CTA) to ensure adherence to federal and state travel guidelines; review and authorize each transaction; review involves complex analysis of many international travel trips to ensure federal guidelines are met and verification of budget authority; reconcile CTA account and follow up on discrepancies. • Travel compliance specialist for AID SLU central office; inform faculty and staff of federal and state guidelines; oversee and support the processing of travel reimbursements. • Division compliance reviewer for two large volume inter-institutional federal travel awards. Review involves complex analysis of international travel to ensure federal guidelines are met. Request corrective action and recommend modifications to divisional policy as needed.
Financial Reporting and Analysis:
• Develop, analyze, update, monitor, and reconcile expense reports for multiple budgets for the division using Project Cost Accounting. Pull reports from MyFD filtered by PCA codes to reconcile expenditures against tracking spreadsheets. Accounting and reconciliation is complex because multiple faculty and fellows are assigned funding from the same budgets. • Manage the CBA (Collective Bargaining Agreement) expense accounts. CBA requires that fellows in the first two years of their certified program be given funds for professional development and medical license. This requires meticulous, complex accounting analysis and maintenance to ensure all student accounts are updated timely and recorded accurately. Communicate with grant managers to update classification of fellows and assign budgets for Professional Development and Medical License fee. • An understanding of complex guidelines and compliance related to payroll, faculty effort, purchasing and budget reconciliation is required.
• Initiate complex foreign and domestic subcontract in SAGE following specific Division process. Communicate with Sub recipient regarding the Sub recipient Entity Certification following up to complete the form involving Grant Manager, PI, and Sub recipient, OSP and sub recipient contacts as needed. Follow up with request for sub-recipient PIs to received FIDS and complete FCOI training. Access parent eGC1 to enter foreign PIs for FIDS Disclosure and sponsor UW NetIDs as needed. • Initiate complex foreign and domestic subcontract BPOs (Blanket Purchase Orders) in ARIBA following specific Division process. Communicate with vendor contacts to ensure that new vendors are BPO enabled in Ariba. Monitor PDR database to verify vendor set-up is complete. • Manage the process and work with faculty and grant manager to ensure payments are approved and applied appropriately to the budget and ensuring sponsored grant guidelines. • Receive for foreign and domestic subcontract BPO invoices and ensure that foreign vendor invoices forwarded to UW Procurement to be uploaded in Ariba
ProCard Review and FedEx:
• Monthly review of six Division ProCard accounts. Communicate with Division staff holding ProCards regarding deadline for submission. Collect signed reports, invoices, packing slips and budget approval emails. Follow-up regarding missing documents and incorrect budgets. File final completed packets at the end of each monthly cycle. • Reconcile Division CTA (see travel section), ProCard, and FedEx PaymentNet accounts. • For all accounts, educate staff and faculty regarding appropriate UW and sponsor guidelines and ensure funds are spent appropriately.
• Invoice for Clinical Service Contract. Communicate with purchasing agents at Indian Health Service regarding outstanding invoices. Prepare and track payment of invoices. • Process and deposit checks for Travel Grants, Gifts, Service Contract, and Refunds. Track on invoice tracker. Verify posting in budget via MyFD Review and Reconcile Division CTA.
Additional Fiscal Duties:
• Initiate journal vouchers and expense transfers to as needed. • Pay UW tuition via student database • Assist and advise students in support of monthly CTA, ProCard and FedEx reconciliation • Equipment Inventory - Tag assets and update OASIS; complete 1024 forms; track asset status for annual and biennial inventories. Coordinate ongoing Equipment Inventory process. • Equipment Insurance - Apprise faculty and staff of equipment insurance guidelines and update the Equipment Insurance System. • Special projects as assigned • Work with and train students on multiple processes such as reconciliation and equipment inventory
• 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.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Experience with UW systems such as Ariba and MyFinancialDesktop. • Familiarity with UW policies and procedures such as procurement, budget reconciliation, and records management. • Familiarity with Microsoft excel • Strong communication skills, organizational skills, and attention to detail.
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.
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 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.
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