Req #: 233319 Department: SCHOOL OF MEDICINE Job Location: Remote/Hybrid, Seattle - South Lake Union Job Location Detail: Hybrid Eligible Posting Date: 04/16/2024 Closing Info: Open Until Filled Salary: $6,000 - $7,000 per month Other Compensation: Shift: First Shift Benefits: 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.
Req #: 233319 Department: SCHOOL OF MEDICINE Job Location: Remote/Hybrid, Seattle - South Lake Union Job Location Detail: Hybrid Eligible Posting Date: 04/16/2024 Closing Info: Open Until Filled Salary: $6,000 - $7,000 per month Other Compensation: Shift: First Shift Benefits: 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. 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.
UW Medicine Strategic Marketing and Communications has an outstanding opportunity for a Finance Specialist to join their team.
At UW Medicine, we work to improve health for all people through excellence in clinical, research, and education and training programs. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each individual patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.
The UW Medicine’s Strategic Marketing and Communications (SMC) team plays a unique and vital role in advancing UW Medicine’s mission to improve the health of all people. We advance UW Medicine’s mission by creating connections to the discoveries, knowledge, and care that improve people’s lives. Our team is comprised of 50+ dedicated professionals who work across a variety of marketing and communications disciplines for both the health system and UW School of Medicine, including brand and marketing strategy, news and media relations, internal and crisis communications, web development, UX/DX strategies, social media, writing, and graphic design. Our success lies in our core values: respect, teamwork, creativity, continuous improvement, and focus on diversity, equity, and inclusion, that are reflected in all that we do.
The Finance Specialist (Specialist) is responsible for leading the finance and procurement activities for the fast-paced SMC team. As a procurement expert, the Specialist provides highly technical expertise that includes learning and mastering UW’s procurement process for purchases and contracts, managing invoice processing, initiating, and maintaining blanket purchase orders, onboarding/offboarding employees, and travel policies. The Specialist is also responsible for making purchases using a UW Procurement Card (credit card) and reconciling purchases in alignment with UW compliance requirements. This position troubleshoots with vendors payment issues and contracts. This person manages and prepares the SMC budget and will partner with budget owners to forecast and manage annual allocations. The role collaborates closely with the School of Medicine Financial Support Services who serves as SMC’s primary finance administrator.
The Specialist reports to the Chief Marketing and Communications Officer. This role requires an individual who is detail-oriented, highly organized, and an excellent project manager who can juggle multiple tasks with varying deadlines and in-house clients. The Specialist thoughtfully and proactively seeks financial process improvements to help save time and create more transparency in processes. The Specialist trains new and existing members of SMC’s team on new or revised financial processes and practices. This position takes care to nurture positive relationships with colleagues across UW Medicine, including those in campus finance and procurement.
DUTIES AND RESPONSIBILITIES
Fiscal Management – 80%
Oversees comprehensive procurement processes and financial operations, including pre-approvals, invoicing, and strategic vendor contract management. Manages office supply procurement, Procurement card reconciliations, and serves as a reliable resource for navigating finance-related policies and procedures. Collaborates on specialized finance projects under the guidance of senior leadership.
Exercises substantial responsibility for departmental financial and procurement processes, general office operations and supply management, and travel management to ensure program success.
Utilizes specialized knowledge of the procurement process and financial operations to prepare SMC’s budget and forecasts, manage and process pre-approvals, procurement, invoice payment, and purchase reconciliation processes to ensure compliance with departmental and/or institutional policies, rules, and regulations.
Ensures that new vendor contracts and blanket purchase orders are submitted to Financial Support Services in accordance with institutional and department policies and regulations. Serves as a subject matter expert for colleagues engaging in blanket purchase orders and provides troubleshooting customer service, as needed.
Analyzes accounts, records, reports, accounts payable, journal vouchers, general and subsidiary ledgers, and other accounting documents for accuracy.
Helps with the onboarding/offboarding of departmental employees, including working with the hiring managers and Dean’s office on salary offers and equipment purchases.
Prepares, compiles, and provides fiscal reports on spending; leads monthly budget meetings with SMC senior leaders and helps resolve budgetary issues as needed.
Innovates procedural enhancements to streamline finance and staffing protocols, fostering operational efficiencies.
Travel and Expense Activities – 10%
This position provides guidance to staff regarding UW travel and expense procedures and guidelines; and provides fiscal and administrative services for a variety of funding sources as requested.
Prepares appropriate travel forms and contracts as needed.
Processes employee reimbursement requests and travel reimbursements.
Tier 1 Customer Support – 10%
Assists the Chief Marketing and Communications Officer and/or other SMC senior leaders on special finance projects, as assigned.
Provides initial communications and follow-up to colleagues, vendors, and customers to inform status, identify next steps and resolution with any request and project.
Identifies and connects quickly with internal resources to request escalations and resolve issues promptly to keep projects and programs on track.
MINIMUM REQUIREMENTS
Bachelor’s degree in finance, accounting, or related field.
At least two years of experience managing large budgets for a fast-paced department or office.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Values the UW’s commitment to inclusiveness and UW Medicine’s commitment to becoming an anti-racist organization. Demonstrates respect of and commitment to diversity, equity, and inclusion.
Demonstrated complex project management with creativity, organizational ability, empathy, and strong attention to detail. Ability to manage emerging priorities and varying project timelines.
Demonstrated ability to quickly learn and use new technical tools and systems (e.g., Workday, and other UW financial transformation systems).
Ability to work independently with a high degree of reliability, accuracy, productivity, and innovation.
Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts, and build consensus, all with the best interests of the organization in mind.
Ability to make organized and professional decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment. Understands the importance of interacting kindly and respectfully with colleagues.
Strong email and face-to-face interpersonal skills and customer service orientation. The ability to communicate clearly, directly, and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.
Ability to lead monthly budget reviews and visualize relevant financial data in an easy-to-understand format.
Proficient in Microsoft Office suite, and a willingness to work with new software, technologies, and systems.
DESIRED QUALIFICATIONS
Prior experience using Workday Financials, including Adaptive.
Extensive experience with complex procurement, policy, and compliance guidelines.
Application Process: The application process 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 access 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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