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PROGRAM OPERATIONS SPECIALIST

Req #:231820
Department:UW BOTHELL
Job Location: Bothell Campus
Posting Date:03/13/2024
Closing Info: Open Until Filled
Salary:$6,250 - $7,084 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.


Although open until filled, priority application date is March 29, 2024.

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
Reporting to the Associate Director for Fiscal & Audit Services (FAS), this position is an integral member of the management team. The Program Operations Specialist (E S 7)(POS) acts in an advisory capacity to the Senior Director, Associate Director, campus Directors, and units.

The POS manages the University of Washington Bothell (UW Bothell) FAS Shared Environment, including but not limited to procurement, inventory, travel, security role authorization, billing and accounts receivable, and the Cashier’s Office, while providing strong leadership and supervision for 4.0 FTE classified staff.

Plays a key role in developing the fiscal structures, policies, and procedures to support institutional plans in a strategic manner; within FAS, as a shared environment, and extending to all campus-wide entities.

This position requires continuous research, metrics associated with the UW Bothell Shared Environment, and broad understanding of university policies and procedures, and applicable state and federal procurement rules and regulations to perform effective analysis and provide sound recommendations.

Leads process improvements, develops campus-wide policies and procedures, and internal control systems to ensure compliance with UW policies, and State and Federal regulations.

Coordinates audits and investigations performed by internal and external auditors, including State, Federal and foundation auditors with departmental staff and guides them through the audit process.

DUTIES AND RESPONSIBILITIES
Supervision and Staff Support
  • Manages the FAS Shared Environment and central fiscal administrative functions including, but not limited to, procurement, inventory, travel, security role authorizations, billing and accounts receivable and the campus Cashier Office, ensuring compliance with UW policies.
  • Directs and supervises 4.0 FTE classified staff members of the FAS Shared Environment team (two Shared Service Specialists, a Fiscal Specialist 2 position, and a Fiscal Specialist 1) including hiring and onboarding new staff, setting priorities, coordinating staff workload, ongoing staff development, performance evaluations, and corrective action if needed.
  • Leads staff in developing trainings, outreach programs, and website tools to support UW Bothell units, working effectively with diverse staff and campus partners at all levels of the organization.
  • Develops backup staffing plans and cross training for critical core processes to ensure continuity of operations. Performs backup tasks as needed.

    Fiscal Management and Administration
  • Develops UW Bothell policies and procedures, promotes institutional compliance and manages financial and reputational risk in accordance with policies of the UW and other oversight bodies.
  • Analyzes complex operational issues to determine their financial and operational impact on the campus and its units.
  • Responds to queries from Federal, State, and local government agencies, internal and external auditors, private organizations, individuals, and the general public as necessary.
  • Monitors campus-wide fiscal operations to ensure efficient, effective and compliant financial processes.
  • Coordinates and monitors institutional alignment with Payment Card Industry Data Security Standard (PCI DSS) as the UW Bothell liaison. Oversight on cash management systems for UW Bothell campus.
  • Assists the Senior and Associate Directors with the development and implementation of campus-wide Supplier Diversity initiatives which facilitates opportunities for women, veteran, minority owned, small, and local businesses to engage with UW Bothell.

    Process Improvements and Audit Services
  • Leads and participates in departmental and institutional process improvement projects to streamline service delivery for an evolving campus.
  • Provides expertise, advice and counsel to the Senior Director, Associate Director, unit directors, faculty, staff, and student government on policies and procedures as set forth by the University, the State, the campus and the various Federal and non-Federal funding agencies.
  • Assists the Associate Director with coordinating audits and confidential investigations performed by internal and external auditors, including State, Federal and foundation auditors.
  • Meets with units undergoing audits or investigations to provide guidance on responding to auditor requests.

    Strategic Planning
  • Works with the Associate Director to determine trajectory of FAS within the campus, including development and implementation of campus business models such as centralized, and shared services business operations.
  • Will hold a key technical role in preparing for strategic implementation of Workday/Financial Transformation/UW Finance Connect on the UW Bothell campus; providing guidance to staff who are engaged in Financial Transformation activities; participates in the development and execution of campus-wide trainings.
  • Leads emergency preparedness planning for the Incident Command System’s (1) Logistics and (2) Finance and Administration command staff roles, in accordance with ICS-100 guidelines. During an incident, provides resources and needed services, and accounts for expenditures, claims and compensation.
    Partners with the UW Seattle and Tacoma campuses to promote tri-campus alignment on resource issues including fiscal compliance, ethics and fiscal operations. Represents UW Bothell interests at University-wide meetings.
  • Works with Cascadia College as needed to maintain sound co-location business practices, and assists Associate Director with promoting a strong relationship with Cascadia College.

    Financial Reporting and Analysis
  • Applies independent judgement and decision making to perform professional level analysis of data sets, budget information, and business processes relating to central purchasing trends, shared service performance metrics, and supplier diversity analytics; recommends actions and/or options based on the results of the analysis performed in order to support institutional direction and decisions.
  • Utilizes reporting tools to manipulate data for analysis. Identify gap opportunities for creating contracts that will increase the University’s contract-covered spending.
  • Provides spending reports to campus and institutional leadership as needed.

    General and Other Responsibilities
  • Represents UW Bothell in tri-campus workgroups including UW Finance Transformation.
  • Serves on campus-wide committees associated with financial and administrative issues, including the UW Bothell Administrator’s Council.
  • Participates in or leads internal or cross-departmental continuous improvement and special projects.
  • Develops, organizes, and conducts training programs and presentations on various topics related to this position’s area of expertise.
  • Performs other duties as required to meet the operational needs of Fiscal and Audit Services.

    MINIMUM REQUIREMENTS
  • Bachelor’s degree in business or related degree and two years of progressively responsible experience.
  • Equivalent education and experience from which comparable knowledge and skills have been acquired may substitute for minimum qualifications.

    ADDITIONAL REQUIREMENTS
  • Familiar with higher education administrative structures.
  • Demonstrated administrative, organizational, and critical thinking skills, and ability to manage initiatives in a changing organization.
  • Excellent oral and written communication skills, including impactful public presentations, and ability to effectively manage conflict in a respectful and positive manner.
  • Sensitivity and the ability to work within a diverse workforce and community.
  • Strong attention to detail and consistent and timely follow-through on tasks.
  • Proficiency with Microsoft Office.
  • Ability to act independently and effectively, with general direction from the Associate Director.

    DESIRED QUALIFICATIONS
  • University of Washington work experience.
  • Staff supervision experience.
  • Experience in developing and implementing new system applications.

    CONDITIONS OF EMPLOYMENT
    Work is performed in an office setting or remotely during regular business hours. Occasional evening work.

    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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