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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. The Electrical and Computer Engineering Department at the University of Washington - a top ranked research and education program located on the main UW Seattle Campus - is looking for a highly motivated individual to join our team. At UW ECE, we cultivate innovation and inspire through high-impact research. We educate and develop tomorrow's leaders to help solve the world's biggest challenges.Comprised of over 50 tenured/tenure track, research and teaching faculty and more than 900 students across our four programs, ECE is the largest degree producer and second largest department in the UW College of Engineering. We work on cutting edge projects that address complex world challenges in health, energy, technology and the environment and have led to significant research and education grants. We strive to build and maintain a culturally diverse community and encourage applications from women and minority candidates. The 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, sex, age, status as protected veterans, or status as qualified individuals with disabilities. The Electrical and Computer Engineering Department has an outstanding opportunity for a Program Operations Specialist. The Program Operations Specialist provides comprehensive fiscal support for the Electrical and Computer Engineering department. The Program Operations Specialist exercises a high degree of independent judgment and has delegated decision making responsibility for fiscal/transaction activity. These activities include purchasing and payment, expense reimbursement and reconciliation, compliance and associated sub-activities. Key responsibilities include oversight and management of day-to-day fiscal operations for the department. Scope of work includes development and implementation of fiscal and administrative procedures for consistent, scalable and accurate fiscal operations, effective and timely administration of fiscal transactions in compliance with sponsor and UW regulations, policies and procedures, assessing and optimizing staffing needs of Fiscal Team. RESPONSIBILITIES:I. FISCAL TEAM OVERSIGHT (55%):The Program Operations Specialist provides comprehensive and ongoing training to Fiscal Team staff. Also, provides crossing training to other Research Management teams (i.e., Pre- and Post-Award) and other department functional teams (e.g., Events, IT, Advising, Front Desk). This includes understanding and use of UW systems such as ARIBA, Procard, Purchase Path and MyFD; understanding and application of UW and department policies and procedures, resources for addressing special situations (e.g., Sole Source, M&E tax exemption). Provides Fiscal Team with oversight and day-to-day support including prioritization, organization, communication, problem solving and subject matter expertise. A. PROCESS IMPROVEMENT*Program Operations Specialist considers whole system perspective of department Fiscal/Financial operations. This includes ongoing process review and improvement of current systems. The Program Operations Specialist is fundamental to streamlining of purchasing and reimbursement channels and upcoming transition to Purchase Path. Program Operations *Specialist participates and contributes to workgroup tasked with establishing timelines, creating process, planning and executing training of Purchase Path.B. TRAINING AND MENTORSHIP*The Program Operations Specialist provides comprehensive and ongoing training to Fiscal Team staff. As needed, provides cross training to other Research Management teams, other department functional teams, faculty, staff and students. This includes tailoring information to audience and specific use. Troubleshooting issues by phone, email and in-person.C. COMMUNICATION*The Program Operations Specialist communicates in-person, by phone and through email with a wide range of customers including faculty, staff, students, other UW departments and central services, vendors, and external visitors. The Program Operations Specialist demonstrates thorough understanding of subject matter, knows and uses available information and resources to better address needs of customer while addressing and maintaining compliance with department, UW and sponsor requirements. The Program Operations Specialist communicates effectively in person and in writing. Examples of communications to include team work instructions, interpretation of complex policies and procedures for diverse audiences, presentation of department process for faculty lab members.D. PRE-AWARD INTERACTION*This position relies on a number of resources to successfully determine expense allocability and allowability. Resources include extensive knowledge of Pre-Award team, referencing ECE-internal library of budget documents (e.g., award documents/funding actions, OSP documents), ECE Budget Status Reports (BSRs), UW resources (e.g., GrantTracker, SAGE). *Through communication with with Pre-Award team, the Program Operations Specialist gains clarity and deepens knowledge of complex grant requirements at the university and sponsor level.E. POST-AWARD INTERACTION*This position will provide Post-Award team with fiscal/transactional information as pertains to support of individual research programs for all ECE PIs/faculty. This includes knowledge of historic and upcoming purchases and travel and known issues that may affect projections or have other impacts. Relies on extensive knowledge of Post-Award team to make informed determinations around available funds and allocation. Stays current on status of budgets. Collaborate with PI/faculty and Post-Award team to discuss budget reallocations and any required/recommended sponsor approvals.II. PURCHASING (25%):The Program Operations Specialist acts as clearinghouse for procurement requests for administrative, academic and research purchases. Monitors multiple means by which requestors submit orders including email, ECE Purchase Request Form and Purchase Path. Reviews budget designated by requestor, PI/Faculty or their designee. Review includes determination of allowability, allocability and reasonableness. Use department resources, e.g., Pre- and Post-Award teams, budget status reports (BSRs), grant award documents, and University tools (e.g., MyFD, GrantTracker, SAGE) to make decisions.III. DEPARTMENT PROCARD (20%):The Program Operations Specialist reviews and approves applications for new ECE department ProCards, renewal of existing ECE ProCards and Single Transaction Limit Increases in ARIBA. Provides training and ongoing support to department ProCard holders. Responsible for establishing, communication and maintaining monthly department review deadlines and procedures. Provides feedback to cardholders and tracks ongoing issues and resolution. Provides regular updates on ECE ProCard activities to as requested.IV. PAYROLL BACKUP (as needed only):This position will provide back-up support to the payroll function of the HR Coordinator as needed. REQUIREMENTS: *Bachelor's degree in business administration, finance or related field *2-3 years' experience *Demonstrated experience in fiscal management and knowledge of state and discretionary funds in support of academic department operations. *Ability to interpret, apply and communicate institutional administrative and fiscal compliance guidelines and practices. *Demonstrated collaborative and independent problem-solving, strong attention to detail and accuracy. *Flexibility managing multiple and competing deadline dependent priorities. *Strong orientation toward providing excellent customer service. *Proficiency in Microsoft Office Suite of applications and software. *Demonstrated ability to adapt to new software, web-based programs and tools. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED EXPERIENCE*Demonstrated experience in financial operations including budget management and reconciliation, payroll, travel, and reimbursement. *Ability to teach, troubleshoot and mentor, specific to fiscal tasks (e.g., purchasing, reimbursement, reporting, reconciliation) and related technology (e.g., ARIBA, MyFD, JPMorgan PaymentNet, ECE budget reports).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 Workforce 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.