University of Washington PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 189095
Department: MANAGMENT ACCOUNTING AND ANALYSIS
Posting Date: 04/07/2021
Closing Info: Open Until Filled
Salary: Salary is commensurate with education and experience.
Shift: First Shift
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.
Management Accounting and Analysis has an outstanding opportunity for a Program Operations Specialist. The Program Operations Specialist is the university's central administration point-of-contact for establishing new and servicing existing Recharge and Service Centers. Duties include consulting, evaluating requests, establishing new recharge/service centers, training administrative staff, reviewing costing proposals, technical analysis, setting appropriate rates, monitoring for allowable costs, determine tax status, communicate equipment policy, and assistance with the close out process. Responsibilities include reviews of centers' rate methodologies to ensure compliance with Federal regulations. Actively participating in recommending process improvements and supporting cross-departmental teams.
Additional responsibilities include providing effort reporting and cost sharing guidance, training, and technical support to academic departments and central administrative office personnel including, but not limited to, institutional systems established to record and track effort and cost sharing as needed. Responsibilities may include providing support for the development of the University of Washington (UW) Facilities and Administrative (F&A) rate proposal in accordance with the Office of Management and Budget (OMB) Uniform Guidance including associated internal and external data requests.
Duties & Responsibilities: Accounting and Analysis:
• Maintain comprehensive compliance program pertaining to Service and Recharge centers and selected Program Income budgets
• Actively seek to enhance program by suggesting process improvements
• Review rate proposals by analyzing costing methodologies
• Review financial reports for completeness and accuracy
• Review center depreciation schedules to ensure accuracy
• Review the depreciation transfer funding reconciliation and associated JV’s
• Ensure adequate audit trails and internal controls are followed and are in compliance with policies and procedures set at the Federal, State and UW levels.
• Review peer institutions recharge center best practices and prior audit findings to discover potential improvements
• Review various standard reports (e.g., Dashboard, Cost Sharing, Retro Salary, etc.) for accuracy and compliance
• Engage in the implementation and maintenance of internal (MAA) auditing/monitoring plans such as retroactive salary transfers and recertification
• Assist in the development and implementation of institutional policies, procedures, and related systems of internal control, in compliance with University and Internal Audit requirements
• Analyze and respond to routine customer compliance questions and issues
• Assist campus department fiscal staff with directions, oversight, and guidance to manage self-sustaining units
• Provide training on preparation of rate proposals, financial reports, and general guidelines
• Process late notices for Faculty Effort Certifications (FEC)/Grant and Contract Certification Reports (GCCR) which are distributed electronically across campus
• Assist with GCCR site audits
• Participate in the creation of basic training materials and provide presentations to campus groups
• Escalate customer questions/complaints to appropriate individuals
• Maintain effective communications and workflow processes
• Assist supervisor in developing statistical analyses of centers' fiscal and administrative data
• Assist supervisor in gathering data from existing centers for trend analyses, proper classification of centers, and ad hoc data requests
Process Improvements & General:
• Take the lead in identifying processes in need of improvement
• Lead the team effort to implement the identified improvements
• Attend the eFECS (Electronic Faculty Effort Certification & Cost Share System) Subject Matter Expert meetings and assist with user acceptance testing
• Utilize LEAN principles and tools to focus on continuous process improvements activities
• Prioritize tasks during peak periods to ensure that the work is completed timely
• Prepare/generate ad hoc reports upon requested
• Participate in special projects
• Other duties as assigned
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-academi-staff-20210208.pdf) Required Qualifications:
Bachelor's Degree in Business Administration in Finance, Accounting or other related field or education/experience ?and two-three years of experience in cost accounting and computer proficiency with spreadsheets, word processing, and databases in a windows environment
• Demonstrated ability to interpret and communicate effectively complex policies and procedures
• Demonstrated experience in successful handling of multiple projects with critical deadlines
• Ability to exercise discretion and independent judgment effectively in decision-making process
• Ability to work independently with a high degree of reliability, accuracy, and productivity
• Ability to communicate clearly, in writing and verbally to a broad, diverse audience
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
• Experience with federal compliance regulations, outreach and/or training
• Experience analyzing large quantities of data and creating meaningful summarized reports for decision makers
• Knowledge of/experience working with LEAN process improvement techniques
• Specific knowledge of University of Washington’s financial accounting, purchasing and payroll system
• Experience in presentation development and delivery skills
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 Workforce 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.
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.