FISCAL SPECIALIST SUPERVISOR

University of Washington Seattle, WA Full-time Accounting

Posted on February 19, 2020

Req #:	177077
Department:	PHARMACOLOGY
Posting Date:	03/04/2020
Closing Info:	Closes On 03/18/2020
Salary:	$3,746 - $5,035/month
Union Position:	Yes
Shift:	First Shift
Notes:	As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

Please note that this position has been re-posted. If you have already submitted your application, you need not submit it again, as it has already been received.

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.

The Department of Pharmacology is a basic science department in the School of Medicine with a graduate program leading to a Ph.D. The Department has an interdisciplinary faculty comprised of 19 primary faculty members, and upwards of 12 Senior Fellows all of whom are actively engaged in research, teaching and liaison with other clinical and basic science departments within the University. It is a complex and growing department, with many grant proposals submitted yearly and management of over $8.5 million in awards annually.

The Department of Pharmacology has an outstanding opportunity for a full-time Fiscal Specialist Supervisor. We are looking for a candidate who has a high degree of knowledge and understanding of University policies, procedures and fiscal compliance. The Fiscal Specialist Supervisor must be detail-oriented with a high degree of accuracy, must have strong investigative skills, can maintain consistent follow-through on work projects and exhibits excellent customer service.

Reporting to the Grants and Contracts Manager, the Fiscal Specialist Supervisor is the department expert for centralized purchasing activities and must maintain up-to-date knowledge of complex laboratory purchasing guidelines, with federal and non-federal funding sources, and ensure purchases are made through the appropriate UW purchasing mechanisms designated by central UW procurement. This position reviews and assures quality control as well as backup and guidance to the Department fiscal staff.

Typical work may include but is not limited to the following. Duties may be readjusted to benefit workflow of the department.

Purchasing, Travel and Reimbursements:

Oversee the daily purchasing operation, assigning workload as appropriate to fiscal staff and ensure purchases are made in accordance with timelines in Department SOP and via the appropriate UW mechanisms (Ariba, ProCard, Ghost card, etc) and in accordance with UW, SOM, State and Federal requirements.

Research, source and coordinate large, complicated equipment purchases, providing tax exemption statements as appropriate.

Reviewing and processing use-tax corrections where appropriate.

Ensure sponsor and uw compliance for purchasing documents and other fiscal records.

Exercise independent judgment and solve problems as they arise, working with vendors, faculty, and staff as needed.

Track and maintain shared equipment maintenance contract billing.

Review and reconcile multiple ProCard accounts.

Review and process travel reimbursements in Ariba, assist with travel arrangements as needed, and reconcile department CTA card.

Process complex travel reimbursements that may require extra attention related to multi-city or international travel.

Provide guidance to travelers regarding UW, Department and sponsor travel policies, restrictions and procedures.

Troubleshoot orders/invoices/payments in Ariba.

Monitor, review and clear open balances.

Maintain the department’s internal purchasing system (PurchasePath).

Provide training, advising and guidance on purchasing procedures and systems to faculty, staff and students as needed.

Department Billing:

Review, process and track monthly billing for department recharge center.

Review and communicate detailed usage info to Student Fiscal Services for invoicing as needed.

Prepare quarterly and annual reports.

Budget Reconciliation:

Oversee the budget reconciliation process for sponsored and non-sponsored budgets, investigate discrepancies, and make corrections as necessary.

Monitor overall reconciliation activity to ensure timely completion and PI review.

Supervisory Responsibilities:

Oversee quality of work performed by Fiscal Specialist 1 or 2 and student assistant.

Supervise daily work of staff, act upon leave requests, review and approve timesheets, conduct annual performance evaluations, provide performance feedback and recommend corrective action as needed.

Participate in hiring and training fiscal staff.

Evaluate needs of the unit and assign duties to staff as appropriate.

Other Duties:

Track and manage the GCCR process to ensure compliance.

Advise principal investigators, students and staff regarding applicable policies and procedures; select/recommend alternative courses of action.

Take the lead in developing process improvements leading to significant efficiencies for purchasing, reimbursements (including travel) and budget reconciliation.

Take the lead in developing process improvements leading to significant efficiencies for purchasing, reimbursements and budget reconciliation.

Work independently on special projects as assigned

MINIMUM REQUIREMENTS
Three years of experience at a level equivalent to Fiscal Specialist I AND 30 quarter hours or 20 semester hours of college level accounting OR equivalent combination of education/experience.

Additional Requirements:

Advanced level experience with UW Systems (MyFinancial Desktop, PurchasePath, ARIBA, OASIS, etc.) including “hands on” purchasing and reimbursements (including travel).

High proficiency with MS Office applications, especially Excel and Word.

Superior attention to detail and accuracy.

Ability to prioritize multiple tasks and manage competing deadlines.

Ability to independently research and comprehend written policies.

Demonstrated ability to evaluate processes and improve efficiencies.

Demonstrated ability to maintain consistent and dependable attendance.

Equivalent education and/or experience may substitute for minimum requirements.

DESIRED REQUIREMENTS

Knowledge of UW and Federal grant and contract policies and procedures.

Experience with Workday (costing allocations, reports, etc.)

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 a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.