Req #: 230022 Department: OFFICE OF VICE PROVOST RESEARCH Job Location: Seattle Campus Posting Date: 01/26/2024 Closing Info: Open Until Filled Salary: $6,278 - $9,416 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.
POSITION PURPOSE
The Program Operations Specialist manages a number of Workday Finance-related processes and areas including purchasing, payroll costing allocations, and security role assignments for multiple administrative units and provide support in those areas for a large research-based unit.
Position Complexities:
This position is required to integrate information from multiple sources to ensure that all the requirements of the University and external agencies, institutions and industry are met. This position requires independent judgment and decision-making in researching and resolving queries relating to the areas they support and manage.
Position Dimensions and Impact to the University:
The central Office of Research (ORC) provides leadership to its three core administrative units and two research units. This position is responsible for the ongoing support of financial programs of the Office of Research (OR) administrative and research units through the OR Shared Environment.
DUTIES AND RESPONSIBILITIES
Purchasing and Supply Chain Management - 60%

Manage purchasing activity for all OR’s administrative units.

Review all reimbursements for accuracy.

Single point of contact between OR’s Shared Environment and central procurement teams to resolve supplier invoice issues, payment issues, purchase order issues, etc.

Develop procurement training plans for OR’s admin units and one large research unit.

Create procurement training when UWFT training is not available.

Ensure WA state regulations, including training requirements, are followed.

Develop decision trees and/or other process documentation to ensure correct spend categories are selected.

Ensure supplier invoices are received in a timely manner.

Procurement card verification (cost centers, spend categories, tax, etc).

Travel card verification (cost centers, spend categories, tax, etc).

Run reports, analyze, work with units to resolve issues.

Manage Supplier and business equity.

Fiscal control and risk mitigation.

Maintain internal controls for each purchase contract, including original contract/purchase order, and all correspondence, changes/deviations, amendments, clarifications, and payment schedules associated with the agreement.

Negotiate terms and conditions on specific purchase agreements, negotiating with external vendors to secure advantageous terms and communicating any resultant risk assessment to the appropriate UWF department decision makers.

Ensure privacy-related policies are followed.
Grant Management (Administrative Units Only) – 15%

Submit proposals and award documents through SAGE. Guide faculty through internal UW deadlines to ensure timely submission of proposals.

Deliver required components related to administration and operations aspects in a timely manner. Prepare and route electronic and paper forms as required.

Provide advice and interpretation of funding agency regulations as well UW policies and procedures to PIs.

Ensure compliance with sponsor, federal, state and university laws and regulations.

Identify and assess compliance and risk management issues. Develop policies or procedures to manage issues and implement as appropriate to reduce audit risk.

Follow established sponsor and UW post-award fiscal compliance guidelines to ensure all expenditures are allowable and allocable to sponsored research projects.

Ensure sponsored research project operational and deliverable requirements are met.

Ensure UW financial management systems and controls for maintaining compliance with applicable policies, procedures, and regulations are in place and adhered to.

Meet reporting requirements, including effort reporting.
Workday/ASTRA Security Role Management – 10%
This position will work with unit staff to provision security roles via UW’s two systems (Workday and ASTRA). Requires referencing various manuals, job aids, and finance data model data elements to ensure correct roles are provided.

Work with units to understand the security role needs.

Troubleshoot issues (when approval flows are not acting appropriately).

Provision security roles, when appropriate.

Perform delegations when needed.
Payroll Costing Allocations and Hourly Time Entries – 10%

Work with administrative units to ensure costing allocations and weekly time entries are correct.

Run costing allocation reports to ensure accurate allocations.

Provide monthly and quarterly summary of costing allocations to unit directors/administrators.

Update costing allocations as needed.

Ensure weekly time entries are completed on time.
Other Duties as Required - 5%
MINIMUM REQUIREMENTS

Bachelor’s degree in business administration, finance, accounting or a related field.

Minimum two to three years’ experience in supplier management, sourcing, procurement, and fiscal experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Experience managing multiple projects concurrently under deadline pressure and changing priorities in a high-volume setting, including fiscal year close.

Experience following established guidelines and policies when making decisions.

Demonstrated sound judgment in making decisions where there is no precedent/guideline, considering problems from all perspectives, and thoughtfully and responsibly consider all relevant impacts and implications before making a decision. Experience making effective and timely decisions, with limited data and guidance from others.

Experience with grant pre- and post-award responsibilities.

Demonstrated strong written, verbal, and interpersonal communication skills, with ability to work effectively with staff and department leaders.

Excellent computational and computer experience with programs such as Microsoft Excel and Adobe Acrobat (forms, PDF, and scanning).
DESIRED QUALIFICATIONS

Familiarity with University of Washington policies and procedures, particularly purchasing/procurement, ProCard, and grants management.
CONDITIONS OF EMPLOYMENT
This position is required to be onsite M-F during business hours to receive deliveries.
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 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.