Research - Laboratory/Non-Laboratory, Staff/Administrative
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 six consecutive years.
Established in 2011, CAS Shared Services (CASSS) is a center of expertise assisting over 30 academic, arts, and scholarly units across the College of Arts and Sciences with procurement, payment, human resources, payroll, and foreign national visa transactions. The CASSS team also serves as a key touchpoint for all 50 College units as they navigate major institutional changes, such as the 2017 launch of Workday HR/Payroll or the anticipated 2022 launch of Workday Finance. CASSS team members are highly motivated self-starters who gladly share knowledge and support one another to meet rigourous standards of accuracy, efficiency, and customer service. To do this, team members must continuously update and improve their own technical knowledge, and they must combine that knowledge with a deepening appreciation for the unique needs and cultures of each member unit.
CAS Shared Services has an outstanding opportunity to join our expert team. Reporting to the Fiscal Specialist Supervisor, the Fiscal Specialist 2 (FS2) completes Workday HR and Payroll transactions in the following security roles: HCM Initiate 2, Time & Absence Initiate, Costing Allocations Coordinator, I-9 coordinator. The FS2 manages the application process for J-1 Scholar, J-1 VISIT, and J-1 VISER visas. As needed, the FS2 also assists with procurement-related transactions.
RESPONSIBILITIES In coordination with the CASSS Fiscal Specialist Supervisor (Payroll/Visas) and the CASSS Assistant Director:
Submit and track to completion Workday transactions as requested by member units. -Submit request for job posting in Workday. Contact department administrator and Human Resources (HR) for assistance, as needed. -Enter new employee information and/or employee data changes in Workday. -Run and interpret Workday reports to track progress of transactions. -Communicate progress and roadblocks of transactions to administrators. -Contact Integrated Services Center (ISC) for relevant questions and assistance, as necessary.
Assist employees in completing I-9 Employment Verification certifications using Workday tools. -Run reports to determine new and outstanding I-9 forms. -Notify new or returning employees of I-9 form status, and departments, as necessary. -Schedule I-9 appointments with employees. -Ensure employees present correct and unexpired identification documentation. -Complete Section 3 of I-9 form.
Submit J-1 Scholar, J-1 VISIT and J-1 VISER applications on behalf of member units. Liase with visa applicants and pertinent departments, as necessary, during application process. -Compile required documents from departments and visa applicant. -Submit complete application to International Scholars Office (ISO) or Visiting International Student Internship and Training Program (VISIT/VISER). -Communicate progress of application to department administrators and visa applicant, as necessary. -Mail DS-2019 form to applicant when ready.
Based on direct communication with units and in coordination with other CASSS team members, review and complete purchase requests for equipment, supplies, services, books, subscriptions, maintenance contracts, licensing agreements, etc., using eProcurement or Procard, as appropriate. -Confirm authorizations and monitor requests to determine if the items requested are allowable on the requested budget, grant, or contract. -Determine appropriate purchase mechanism. o Execute the purchases. o Monitor and report on receipt of goods/services. -Exercising independent judgment, resolve problems and adjustments for purchases, including price increases and discounts, delivery and invoice errors, status checks on orders for non-delivery, partial delivery, and return of goods. -Reconcile Procard purchases using JP Morgan Chase’s PaymentNet application. -Attach all pertinent purchase documentation in the RequestTracker system.
Based on direct communication with units and in coordination with other CASSS team members, process and monitor payment and reimbursement requests transactions through Ariba systems. This includes: -Travel and purchase reimbursements to UW personnel and to non-UW guests. -Honorarium payments, including to foreign national guests. -Other payments to individuals, including performers and other service providers. -Non-PO invoices and Blanket Purchase Orders (BPOs), including to foreign companies.
Actively participate in continuous process improvement activities, including tool and process updates; workflow creation, review and revision; and special projects.
Actively participate in daily staff huddles, weekly and monthly workshops, quarterly CASSS administrators’ meetings, professional development training, and outreach meetings (as requested).
Maintain high compliance standards while also meeting turn-around goals.
Assist departmental staff with the transition to new systems and business practices.
Additional project duties as needed.
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.
Demonstrated ability to build supportive working relationships with individuals of widely divergent backgrounds and needs.
Demonstrated ability to work with a team to manage multiple priorities and high transaction volume calmly, competently, and with a sense of humor.
Demonstrated experience in customer-service-oriented environment.
Demonstrated ability to communicate complex compliance and technical requirements to a wide variety of audiences.
Demonstrated ability to research and stay current on continually changing policies and compliance standards.
Demonstrated ability to handle sensitive documentation and information.
Demonstrated desire and ability to learn new processes and technologies.
Excellent organization and communication skills.
Proven excellence in attention to detail and accuracy.
Demonstrated excellence in tracking complex transactions through multi-step workflows extending over several months or more.
Strong skills in Microsoft Office applications.
Familiarity with HR, payroll, and procurement transactions in an academic, government, or not-for-profit organization.
Demonstrated ability to contribute to continuous process improvement initiatives.
Demonstrated familiarity with Workday HCM program.
Demonstrated familiarity with UW procurement and payment systems (Ariba, UW Procard).
Familiarity with the cultures and needs of academic units.
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.