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DIRECTOR OF FINANCE AND ADMINISTRATION

Employer
University of Washington Bothell
Location
Bothell, Washington, United States
Salary
Salary Not Specified
Date posted
Jan 29, 2024
DIRECTOR OF FINANCE AND ADMINISTRATION

Req #:230408
Department:UW BOTHELL
Job Location: Bothell Campus
Job Location Detail:Hybrid Eligible (In office and Telework)
Posting Date:01/29/2024
Closing Info: Open Until Filled
Salary:$9,000- $10,000 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.

Priority consideration will be given to applications completed by Friday, February 23.


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 Director of Finance and Administration for the Division of Enrollment Management & Student Affairs provides strategic direction for all budget, financial, human resources, and administrative activity in the division. This role is the liaison for the division to various offices on campus and within the tri-campus for all administrative and financial matters. This role establishes and maintains policies and procedures for administrative areas, including EMSA budgets and carryover, financial processes for the division, and administrative systems.

The Director plays a lead role in assisting the Vice Chancellor with all division-wide decision making, representing the VC in matters related to budget, finance, human resources, and other administrative functions.

DUTIES AND RESPONSIBILITIES

General Division Administration

Head of the Division of Enrollment Management and Student Affairs Administration and Operations. Provide accurate and timely information to the Deans, Directors, staff, and students regarding division, department and University policies and procedures. Act as primary liaison with UW Bothell departments including IT, Human Resources, Institutional Planning and Budget, Fiscal and Audit Services, Procurement, and others.

  • Member of Enrollment Management and Student Affairs Leadership and Director Teams:
    The Leadership and Director Teams function collaboratively to advance the mission, vision, and values of the Division of Enrollment Management and Student Affairs. Leadership and Director Team members are the principal stewards and are accountable for ensuring that resources are used wisely and effectively to meet the needs of users; these members serve as advocates for their areas of responsibility, representing department needs, priorities and perspectives in planning discussions.

  • Strategic Vision: Lead the vision and management for the EMSA division’s finance, administration, and services team with an eye to efficiency, service, and compliance. Participate in the development of the EMSA strategic plan.
  • Administrative Support: Manage the administrative support needed in the recruitment process, resume review, and interview scheduling process. Develop department policies and processes as required by the VC and senior leadership, recommending adjustments/revisions as appropriate; communicate policies to internal and external constituents as needed. Advise the VC on high-level matters of importance to the Division of Enrollment Management and Student Affairs and UW Bothell, and make recommendations for action.
  • Event Facilitation: Oversee the planning, organization, and coordination of staff events on behalf of the Vice Chancellor of Enrollment Management and Student Affairs; includes organizing information, communicating with suppliers, developing programs, reserving locations and equipment, purchasing supplies, and completing necessary food forms.
  • Project Management: Provide project management functions for Division-wide initiatives.
  • Space Planning: Assist the Directors with current and future space assessment and planning; meeting with vendors and space planning staff, gathering data, and advising on potential options. Serve as a resource for other space planning groups appointed by the Vice Chancellor. Oversee and coordinate implementation of any resulting space changes and purchases.
  • Marketing and Communication: Coordinate and collaborate, as needed, on the marketing across the Division and execute marketing and communication strategies unique to the Division of Enrollment Management and Student Affairs. Oversee publishing for central Division websites, and serve as a resource for divisional website initiatives. As needed write and create newsletter or other correspondence on behalf of the Vice Chancellor.
  • Liaise and collaborate with UW Bothell School and Department Executive Assistants and Administrators: Identify shared workflows and budget and payroll processes, sharing best practices and looking for areas of collaboration and need. Member of the UW Bothell Administrators Council.
  • Organizational Management: In collaboration with campus partners, provide feedback to campus stakeholders (UW Bothell Fiscal and Audit Services (FAS), Organizational Excellence and Human Resources, etc.) regarding proposed policy, process, and workflows. Advise and assist the Vice Chancellor and Deans with knowledge of policies and procedures. Interpret and implement university and college policies, procedures and operations. Create, develop and make recommendations on policies and procedures for the EMSA campus and participate in the creation of these processes for the campus.

    Budget/Fiscal Management

    Provide a variety of budget support for the Division of Enrollment Management and Student Affairs. Serve as primary budget liaison and point of contact on behalf of the departments within the division with FAS, UW Bothell Institutional Planning and Budgeting (IPB), and UW Operations Planning and Budgeting. Direct strategic financial planning for the division, including modeling and forecasting future costs.

  • Budget Oversight: Oversee the management of 100+ budgets including approximately $10 million annually in on-going funding (GOF, SAF, and Revenue) and additional budgets with temporary allocations (amounts variable). Also oversee and coordinate spending on STF/SAF, auxiliary, discretionary, and gift budgets.

    - Oversee budget reconciliation (operational spending and payroll).
    - Monitor and reconcile division budgets.
    - Oversee spending and salary transfers in University budget system, Workday Finance.
    - Oversee payroll distributions for department budgets for accuracy and request any needed budget revisions/payroll adjustments.
    - Serve as primary point of contact for budget and purchasing questions related to process and compliance with University policies and procedures.
    - Develop and implement internal controls and procedures to ensure compliance with University Policies and Procedures consulting with Division leadership as needed.
    - Develop and implement a records retention strategy in compliance with the University Retention Schedule.
    - Oversee travel processes for the division. Develop and implement tracking procedures for staff travel. Provide timely and accurate information to staff regarding department and University travel policies and procedures.
    - Grant management and oversight in partnership with the Office of Sponsored Research.
    - Execute and monitor contracts and purchasing in the tri-campus system.
    - Create RFP’s as needed in conjunction with UW Purchasing office.

  • Strategic Financial Support, Budget Development, Modelling, and Analysis

    - Working with the Vice Chancellor and Deans, prepare annual budget request submissions to the UW Bothell Chancellor or UW Bothell IPB office.
    - Build and develop yearly and biennial budgets for permanent and temporary budgets based on fixed costs and spending planning. Includes budget projections by year and biennium and detailed tracking.
    - Provide strategic budget analysis for Enrollment Management and Student Affairs leadership using a variety of sources including salary analysis, spending trends, assessment of available funding sources for appropriateness, and modelling based on past, current, and future spending patterns.
    - Collaborate with FAS, and IPB staff and other budget administrators in developing best practices in budget development and management.
    - Proactively manage the campus RCM (Responsibility Centered Management) process and its implications for budgets in the division.

  • Financial Operations and Reporting: Provide timely and accurate financial reports to Enrollment Management and Student Affairs leadership regarding GOF and SAF budget status and spending. Provide additional reporting upon request. Respond to requests for budget/financial information from FAS, IPB, and Chancellor offices.
  • Oversee student housing billing and transfers including tracking and reporting to third party housing operator.
  • Manage all budgets, including: budget projections, commitments, variance analysis, and monthly reconciliation for Enrollment Management and Student Affairs.
  • SAF/STF: Provide financial and budget support to the SAF and STF committees.

    Supervision of Staff

  • Directly supervise 1-2 staff members; indirectly supervise 4, plus students.
  • Recruit, train, and evaluate professional and classified staff.

    Personnel Management

    Oversee budget analysis of current and projected staffing needs, assist Enrollment Management and Student Affairs leadership in developing staffing plans, communicate with staff about personnel policies and procedures and be the liaison to personnel and human resources offices and services that support the Division.

  • Provide support for Classified and Professional staff hiring.
  • Coordinate annual merit and staff performance review processes.
  • Work with Leadership Team and supervisors, develop, implement, and update Enrollment
  • Management and Student Affairs on-boarding and off-boarding processes based on local needs.
  • Develop and implement a records retention strategy in compliance with the University Retention Schedule for administrative and fiscal records.

    Other Duties as Assigned

  • Serve as division and departmental representative on various campus committees and groups.
  • Other duties as assigned by the Vice Chancellor of Enrollment Management and Student Affairs.

    MINIMUM REQUIREMENTS

  • Bachelor's degree in business, accounting, finance or related field.
  • At least 6 years' experience managing the daily operations of a similar organization to include financial and budget, human resources and organizational management.
  • Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

    ADDITIONAL REQUIREMENTS

  • Demonstrated experience with budget management, financial analysis, fiscal projections and tracking.
  • Experience supervising others.
  • Demonstrated administrative skills to include: event planning, space planning, marketing and communication, human resources, project management, etc.
  • Excellent management and organizational skills with a high degree of accuracy and attention to detail.
  • Demonstrated ability to prioritize competing demands and follow-through effectively.
  • Demonstrated ability to work independently and with initiative and creativity.
  • Effective and professional oral and written communication skills.
  • Must be able to communicate courteously, professionally and clearly with all levels of UW management, faculty, staff, students and outside companies.
  • Ability to work with a diverse constituency.

    DESIRED QUALIFICATIONS

  • Master’s degree in business, accounting, finance or related field.
  • Experience with Workday and other systems in an academic environment.
  • Knowledge of University administrative systems and human resources.
  • Previous experience working in higher education setting.

    CONDITIONS OF EMPLOYMENT

  • Regular business hours or as agreed with the supervisor (hybrid work schedule).
  • Available to work occasional weeknights and weekends for special events.

    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.


  • 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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