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.
Undergraduate Academic Affairs (UAA) shapes, advances and stewards a world-class undergraduate academic experience for students at the University of Washington. Staff, faculty and students in UAA deepen and enrich the learning experience for all undergraduates, recognizing and supporting the unique learning path of each individual student and the commitment of each academic program to excellence in learning and teaching.
The Robinson Center for Young Scholars (Robinson Center) houses early entrance programs that prepare younger students for college and provide them with challenging, accelerated learning opportunities in a vibrant, intellectual community at the University of Washington. The Center also provides outreach through enrichment and summer programs that offer classes for highly capable Puget Sound students.
The Office of Educational Assessment (OEA) provides a variety of evaluation and assessment services to the University community and outside agencies and is dedicated to the improvement of educational practice through assessment of teaching and learning and through evaluation and support of educational programs and services.
The Robinson Center and the Office of Educational Assessment have an outstanding opportunity for a Financial Manager to support their programs. Priority consideration will be given to those applications received by 1/19/21.
OVERVIEW The Financial Manager is responsible for administrative and financial functioning of the two departments. The position acts in an advisory and support capacity to the departmental directors, overseeing procurement and providing financial guidance, background information, management advice and strategic insights, at all times ensuring that University/state/federal rules, regulations and laws are being followed. The offices combined have approximately 30 self-sustaining, state, gift, discretionary and grant budgets with annual activity of around $4 million. The position is the departmental liaison with other campus units such as Procurement Services, the Travel Office, Grant and Contract Accounting and the Office of Sponsored Programs.
The position requires an ability to think strategically, direct and manage multiple priorities, quickly analyze financial situations and support directors to make sound financial decisions. The position must be an effective time manager, have excellent business sense and administrative judgment. The incumbent needs to be able to keep the big picture in mind, while also knowing the details of day-to-day activities.
The Financial Manager will serve as senior level staff at both the Robinson Center and OEA. The position regularly exercises independent judgment and discretion in work directly related to management policies or unit business operations and has delegated authority to make commitments that affect both departments. The Financial Manager must handle issues with tact and sensitivity and maintain a high level of confidentiality. This position is the unit’s primary working-level interface with the Dean’s Office and other units in the University regarding administrative issues. The Financial Manager will take a lead role in the Robinson Center and OEA to facilitate a successful transition to the UW’s new financial system, Workday, set to launch July 2022.
Candidates for the Financial Manager position must fully embrace the UW’s commitment to racial equity, diversity and inclusion. We are committed to building and supporting a diverse and inclusive academic environment and to bringing these core values into our work with students, faculty, staff and communities in which and with whom we work.
Reporting to the UAA Administrator, the Financial Manager has the following responsibilities:
Manage and monitor 30+ state, self-sustaining, discretionary, gift and grant budgets with a total of $4 million in annual funding.
Review monthly expenditures, forecast expenses, perform trend and variance analyses, and monitor revenue, preparing routine and ad hoc reports as necessary.
Share reports with directors or other program staff to assist them in managing their assets, identifying spending trends and being alert to potential allocation deficits or unusual expenditure patterns.
Assist the directors in the preparation of annual and biennial budget proposals and requests.
Complete financial analyses, special projects, or reports requested by the directors, the UAA Administrator or the Office of Planning & Budgeting for operational decision-making.
Collaborate and coordinate with UAA’s HR Director to assure employee salaries are allocated to the correct budgets in Workday.
Submit rebudgeting requests of state budgets as needed.
Assist in fee setting for self-sustaining budgets.
Manage all purchasing and travel operations using UW systems for accounts payable and receivables. Oversee the preparation of invoices and collection of funds. Approve all Ariba-based applications.
Draft and monitor contracts with outside vendors and clients and the Office of Superintendent of Public Instruction; act as departmental contact and ensure compliance with all licenses.
Manage both pre- and post-award duties related to grant proposals, awards and reporting including: preparing and submitting grant and contract proposals to external sponsors; reviewing grant and contract terms and conditions to advise researchers on questions of compliance and allowability of expenses or actions; monitoring expense; preparing required financial reports to funder; and coordinating with Grants & Contracts Accounting and Office of Sponsored Programs in the submission of all UW-required documentation throughout the life of the grant.
Assume appropriate Workday security role for financial managers when UWFT becomes operational.
Manage disbursement of financial aid (scholarships, tuition waivers, loans).
Maintain tracking systems for expenditures.
Create and maintain unit budget files.
Act as the unit’s financial representative in interactions with the UAA Dean’s Office.
Ensure compliance with UAA, University and State budgeting and financial policies and regulations and develop written unit procedures regarding same.
Responsible for hiring, training, and supervising the work of a 1.0 FTE budget fiscal analyst position.
Liaise with UW central financial and grant offices.
Other duties as needed.
Coordinate with and provide information to assist HR Director and the Workday Initiate 2 in the hiring of permanent and temporary staff for the Robinson Center and OEA.
Assist in onboarding of new, permanent Robinson Center and OEA staff.
Other duties as needed.
Maintain general records retention schedule for all fiscal records.
Ensure that the department's practices are in compliance with policies and procedures of the University.
Provide intranet content for staff related to policies and procedures.
Attend regular meetings of the Robinson Center and OEA leadership teams.
Attend regular meetings of UAA leadership team.
Attend quarterly meetings of UAA financial/HR team.
Serve on ad-hoc UAA committees.
Provide advice, direction, support and resources to directors and UAA Administrator as needed in the operational functioning of the departments.
Other duties as needed.
Four years demonstrated experience with financial management, including knowledge of accrual-based accounting
Knowledge of Generally Accepted Accounting Principles (GAAP) and a solid understanding of internal controls
Expert skills in preparing complex spreadsheets, accessing and managing information using Excel, database applications and a variety of computer software applications
Demonstrated ability to prioritize and address competing requests
Excellent problem-solving skills
Excellent written, verbal and interpersonal communication skills
Proven ability to work collaboratively as well as independently
Experience with process improvement and organizational effectiveness implementation
Experience in higher education
Financial or accounting degree or training
University of Washington systems knowledge, e.g. Workday, MyFD, Ariba, SAGE and SDB
COMPETENCIES The following competencies are required of all UAA employees:
Accountability and integrity
Race, equity and difference
Collaboration and teamwork
In addition, the following competencies are specific to this position:
Problem solving and decision making
UW policies and systems
Planning and prioritization
Process and project management
Managing and measuring work
Workplace Conditions The office for this position is situated in the Robinson Center for Young Scholars, a vibrant location with a high level of activity and frequent interaction with students.
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.