Job Information
University of Washington ASSISTANT ADMINISTRATOR in Seattle, Washington
Req #: 234055
Department: SCHOOL OF ART + ART HISTORY + DESIGN
Posting Date: 05/17/2024
Closing Info: Closes On 05/31/2024
Salary: $5,859 - $7,000 per month
Shift: First Shift
Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )
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.
The School of Art + Art History + Design (SOA+AH+D) engages and educates students in essential issues of visual history and literacy, the creative process and visual communication, and innovative and socially responsible design. We work closely with leaders in the arts, academic and business communities to ensure that our students understand the role that this education will play in their future success as professionals and global citizens. SOA+AH+D has approximately 40 faculty and 23 staff members serving approximately 600 undergraduate and 60 graduate students plus more than 1,000 non-majors enrolled in our courses.
The School’s commitment to diversity extends to the recruitment of faculty, staff, and students who exhibit a dedication to creative and academic excellence and who demonstrate the ability to work with a diverse spectrum of populations. The University of Washington is committed to building diversity among its faculty, librarian, staff, and student communities, and articulates that commitment in the UW Diversity Blueprint(http://www.washington.edu/diversity/diversity-blueprint/).
We are seeking highly qualified candidates to fulfill the role of Assistant Administrator.
The Assistant Administrator is responsible for managing HR/Payroll, grant and fiscal services of the School of Art + Art History + Design and furthermore, providing management of the department’s Administrative services team. The position assists the Administrator in ensuring that fiscal operations compliance and oversight are completed effectively, efficiently, and within university/state fiscal policies and guidelines regulations. This includes, Workday/payroll coordination, Grant & Contract pre- and post-award support, endowment and gift budget oversight as well as using financial knowledge to allocate and evaluate overall school operational needs.
Individual initiative, solid judgement, discretion regarding sensitive and confidential matters, and customer service skills are required. A successful candidate for this position will work independently, be adaptable and flexible with workload and competing priorities. This position requires continual learning and management of UW grant and contract, budget, fiscal, and HR/Payroll related policies and procedures.
DUTIES AND RESPONSIBILITIES HR/Payroll (50%)
Collaborates with School staff and faculty and the College Administrative Services Team (AST) as the primary payroll contact for the School and provides expertise in academic, staff, and student hiring and payroll management.
Supervises Budget Fiscal Analyst in daily, transactional payroll tasks.
Responsible for management of payroll processes and escalation or troubleshooting follow-up with the College and ISC staff.
Runs regular payroll reports to manage extensions, terminations, compensation, and costing allocations. Reconciles all salary transactions each pay period in the financial reporting system and process adjustments and corrections. Ensures compliance of all payroll activity and records, in accordance with UW policies.
Oversees the TA/RA and stipend/fellowship hiring process and student awards in collaboration with the Advising Team, Administrator and Budget Fiscal Analyst.
Evaluate unit payroll process and suggest improvements.
Serve as the School’s Workday HR Administrator helping all staff and faculty to understand the system and its processes.
Manages annual performance evaluations.
Oversees merit for School staff.
Assists Administrator with advising School employees on HR matters such as leave, benefits, holidays, remote work agreements.
Department hiring manager and representative to UWHires, manages hiring committee and staff hiring processes.
Assists Administrator with advising and training supervisors in aspects of employee management best practices and UW policy and procedures. Serves as the Schools liaison to College HR/Payroll and research teams.
Manages the Salary Release-recapture process for faculty and staff and provides recommendation for annual staffing review with the School’s Council.
Attend College and UW wide HR/payroll meetings and disseminates information as appropriate school-wide.
Serve as the Records Authority for personnel School records.Management and Financial Reporting (45%)
This position leads all front office support ensuring continuity for day-to-day operations.
This includes facilities management, Workday/payroll coordination, financial reporting, grant and contract management, endowment and gift budget oversight as well as using financial knowledge to allocate and evaluate overall school operational needs.
Supervise staff responsible for HR/payroll, purchasing, policy creation and implementation, basic fiscal analysis and budget reconciliations.
Oversee the analysis and reporting on the status of the school’s state, gift and endowment budgets in collaboration with the budget fiscal analyst.
Supervise the Budget Fiscal Analysts monitoring of school commitments, divisional and program expenses and balances, and makes recommendations to leadership.
Oversee the management of sponsored research funds, gifts and endowments and participate in long range planning for these funds.
Supervise financial reporting for grant and gift budgets, ensuring reporting is provided to PIs and faculty at regular intervals.
Advise and train faculty and staff on all aspects of budget matters, projection of expenditures, and compliance issues.
Communicate with the School’s Administrator regarding all fiscal and budgetary issues to ensure strong lines of communication and problem-solving.
Forecast fiscal needs and commitments; identify and interpret situations that may impact projects and suggest options, to Department Leadership and Principal Investigators.
Develop, interpret, implement and update department policies and procedures in coordination and collaboration with relevant staff, the Administrator, the Director and the School’s Council.
Establish routine processes and timelines to manage payroll processing for faculty, staff, graduate students, students and other employees and supervise key staff who assist in payroll activities.
Advise faculty and graduate students of School, University, State and Federal policies in procedures relating to fiscal processes, travel, equipment, HR/Payroll.
Actively and continuously seek out knowledge (Compliance Laws and Guidance, Ethics Guide, UW Ethics certification) to serve as the School’s subject matter expert on compliance.
Other Duties as Assigned.Grant Management (5%)
Manages the grant pre-award function of the School; including working with PI’s, providing guidance on proposal budgets, formatting, and submission requirements, and maintenance of electronic files for proposals submitted.
Evaluate and make recommendations for ongoing process improvement and development of procedures to meet the departmental grants and contracts administration goals and mission.
Advise PI’s on issues such as export regulations, space requirements, subcontracts, cost sharing (internal and third party), Animal & Human Subject procedures, hazardous waste and exposures to/training requirements on the handling of biohazard, radiation and toxic materials.
Supervise the Budget Fiscal Analyst in their duties of grant and contract budget reporting and projections according to established guidelines and methods.
Oversight of all post-award functions to ensure proper use of grant funds and timely reporting to funding agencies and UW entities such as Grant and Contract accounting.
Stay abreast of the latest compliance issues. Advise on allowability and allocability of research expenses.
Ensure compliance with all regulations and policies pertaining to grant and contract budgets, both national and international. Resolve problems and assist in obtaining approvals for deviations from authorized procedures or expenditures; advise and assist faculty.
Consult with Sponsors, OSP, GCA and College Dean’s Office regarding pre and post award compliance and changes to awards, sub- contracts, and research agreements.
Prepare expense transfers, no cost extension requests, invoices, quarterly cost share amendments, and grant closure documentation as needed for optimal management of each budget to meet audit standards.
May act as a liaison with sponsors, subcontractors and the Office of Sponsored Programs on behalf of the PI.
Attend College Grants Coordinators meetings and MRAM. MINIMUM REQUIREMENTS
Bachelors Degree in Business management, Accounting or the Arts.
Two year work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
High-performing expertise with MS Office Suite to use Microsoft Excel and Microsoft Word.
Excellent customer service skills.
Demonstrated problem solving and analytical skills.
Strong written, digital and oral communication skills, including tact, diplomacy and discretion.
Ability to work independently, professionally, and proactively with a high degree of reliability and accuracy.
Demonstrated collaborative work style and ability to work well in a diverse workplace.
Demonstrated ability to effectively supervise.
Proven organization and multi-taking skills in a fast-paced, demanding environment.
Ability to think critically and problem solve.
Commitment to continuous process improvement.
Ability to prioritize and handle multiple tasks on a frequent basis and proactively resolve issues.
Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times. DESIRED QUALIFICATIONS
Experience with/or interest in the visual arts
Familiarity with academic policies and procedures.
University of Washington experience in the areas of UW fund, purchasing, accounting processes and payroll
Demonstrated experience with UW administrative systems (Workday and Award Portal), and UW Enterprise Data and Analytics reports.
Project management, or lean process knowledge. CONDITIONS OF EMPLOYMENT
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.
Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination.
This position functions in a standard office environment and must be able to manage sitting at a desk for long periods of time along with working at a computer for extended periods. Must be available for special projects as assigned and be able to work flexible shifts (evenings and/or weekends) to meet the needs of the office. May be required to travel to other UW facilities/campuses on occasion. Must be able to lift 25 pounds. 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.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.