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 four consecutive years.
The Department of Ophthalmology currently has an outstanding opportunity for a FISCAL SPECIALIST 2.
Under the direction of the Finance & Research Administrator and working with a Budget/Fiscal Analyst and Research Operations Specialist, this Fiscal Specialist 2 will perform a variety of moderately complex and varied fiscal administrative support functions. These functions include a variety of tasks including: clinical trial billing and report, payroll transaction, purchasing, travel reimbursements and grants/contract post-award. This position also provides general administrative support to the Department of Ophthalmology as needed.
The Department of Ophthalmology at the University of Washington School of Medicine is a medium-sized clinical department within the School of Medicine with 51 regular faculty, 5 approved fellowships, 15 residents, more than 28 clinical/affiliate/adjunct faculty and approximately 35 FTE staff. In the last year, the department generated $5 million in direct research costs, $26 million in clinical cash, and holds $15 million in endowed principle. The Department is spread over multiple campuses with a strong presence at Harborview Medical Center, UW Medical Center, UW Neighborhood Clinics, Seattle Children’s Hospital, and the VA Puget Sound Health Care System
Work closely with Clinical Research Manager to manage clinical trials studies
Analyze financial data and design report to track and maintain research subject schedules based on complex protocol requirements for proper billing and reporting
Review and interpret grant and contract agreements of the clinical trial study to ensure the deliverable requirements are met
Analyze and report on complex fiscal data in preparation for and in response to sponsor requirements and audits.
Prepare interim/final invoices, specialized fiscal reports, and account closings in accordance with sponsor’s requirements
Design tracking systems to reconcile payments against study protocol milestone billing
Develop invoice formats for billing according to the sponsors’guidelines and requirements of the clinical studies
Establish and maintain processes to ensure invoices are allowable and allocable to the appropriate protocals of each clinical study.
Prepare and provide monthly financial reports of clinical trial studies to Principal Investigators and Clinical Research Manager for reviewing
Ensure the billing and reporting of all patient related activity of each clinal study protocol in compliance
Grants and Contracts: Post-Award: 20%
Analyze complex service contract agreements, including VA Physician Services, Private Optometry Practices, and Fellowship Services, and prepare billings and reports according to sponsor’s requirements
Perform complex analysis on accounting transactions involving multiple processes across multiple UW systems
Review a variety of awards to ensure they have been properly reconciled, are in compliance with award guidance, invoicing and reporting requirements have been satisfied, and properly closed
Ensure department compliance with sponsor, federal, state and university laws and regulations
Research and investigate discrepancies and independently resolve errors discrepancies
Provide instruction, guidance, and assistance to PIs, Grants Manager, and Research Coordinator on grants and contracts processes
Perform Staff Assignments Agreements according to UW and SCH guidelines and policies
Consult with Grants & Contracts Accounting (GCA) Office and funding agencies to resolve issues regarding invoicing and payment
Reconcile fiscal transactions on assigned grants and contracts accounts according to departmental, university processes and policies, with timeliness and accuracy
Prepare study closeout including outstanding charges and financial review in accordance with OSP and GCA policies and procedure
Ensure appropriate supporting documentation for review and maintain audit-readiness
Respond to sponsors’ and GCA Office’s billing inquiries in a timely manner
Assist Grant Manager to ensure processing of outgoing subcontracts through ARIBA and are invoiced in a timely manner
Perform complex analysis on cost allocation discrepancies and errors for corrections
Develop and design reports to monitor compensation plan assignment and employee appointment end dates and notify HR/P team for updates
Manage cost allocation changes for payroll updates
Calculate and/or process salary overpayments/underpayments; request special checks, emergency checks
Prepare retroactive salary transfers and final payment at separation
Prepare and reconcile Department monthly payroll report
Manage and implement process improvement projects for payroll and other administrative services
Complete annual payroll audit processes according to departmental and university processes and policies with timeliness and accuracy
Participate in Workday trainings and meetings to keep current on Workday changes and current issues affecting payroll.
Work closely with Research Operations Specialist to process payroll according to departmental and university procedures and policies with timeliness and accuracy
Process department purchase order requests with timeliness and accuracy utilizing ARIBA system
Ensure new vendors signing up with UW electronic billing system
Resolve purchasing problems and initiate correction action as needed, including preparation and processing of appropriate forms
Communicate with vendors for purchasing quotes and invoices
Assist research labs ordering supplies
Train research staff on placing orders using eProcurement (ARIBA) system
Travel and Reimbursement: 10%
Process and submit travel registration requests
Ensure department traveler expenses are in compliance with the UW and state regulations
Distribute new information on travel policies as it becomes available
Obtain appropriate documentations and receipts for travel reimbursements
Process travel and expense reimbursements using ARIBA
Monthly reconcile department CTA (Central Travel Account)
Other Fiscal and Administrative duties: 5%
Process DOM IT and department website service invoices for payment
Maintain and track department equipment inventory and record retention
Parking custodian for parking passes
Participate in department administrative team by providing support as needed for general administrative activities (e.g. mail distribution, office supplies, etc.)
Perform other duties as assigned
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
Must have a strong attention to detail, demonstrated time management with the ability to work effectively under the pressure of deadlines.
Strong analytical and problem solving skills
Good written and verbal communication
Ability to use discretion and maintain confidentiality
Ability to work both independently and collaboratively
Experience with MS Office Suite, ARIBA, My Financial Desktop, SAGE, Granttracker,
Familiarity with Workday and/or had training; must have a willingness to learn new systems and operations
Maintain a professional demeanor and appearance at all times
Experience with federal & industry grants and contracts awards
Understanding of UW grant and contract management policies and practice
Experience with clinical trials studies
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.
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.