1+ months

PROGRAM OPERATIONS SPECIALIST

University of Washington
Seattle, WA 98104

PROGRAM OPERATIONS SPECIALIST

Req #: 183974
Department: UW TACOMA
Job Location: UW Tacoma
Posting Date: 10/26/2020 
Closing Info: Open Until Filled 
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. 
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.

The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19.  Click here for updates

Onsite work in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.
 

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 University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacomas commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.

The School of Interdisciplinary Arts and Sciences (SIAS) has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST.  SIAS consists of five divisions and a graduate program.  This position will support 137 faculty, 21 staff, and a budget of $13 million, to include various funding sources (primarily state and grant funding). The role of the Program Operations Specialist is critical to work with SIAS Directors and Faculty Leadership to ensure the success of faculty and staff within the school. As a part of the SIAS Staff team, this keystone position bridges the areas of work for each of the Directors and their teams. This position exercises substantial responsibility for fiscal transactions and budgeting within the school while regularly performing professional level administration and management of a non-routine nature which requires independent judgment and decision making.

The primary responsibility for this position is managing the planning, administration and budgeting for SIAS summer teaching. This will include the entry into Time Schedule Construction, Team Budget (SharePoint) site for all UW shared budgeting, appointments and entry into WorkDay for teaching and all summer salaries including FTE and costing allocations updates along with hiatus status for unpaid periods. Responsibilities also include other budget and fiscal transactions and management, curricular and research support, and payroll management for faculty and student employees.  This position reports to the Director of Academic Administration while working closely with the Director of Finance and Operations and SIASs Fiscal Specialist 2. This position is a member of a dynamic and collaborative group of staff of the School.

RESPONSIBILITIES:
Summer Planning, Administration and Budget
  • Work with faculty leadership and staff to manage summer session for SIAS, including course scheduling, oversight of the summer course budget, and coordination of UWT summer session with UWT Executive Vice Chancellor for Academic Affairs and the UW Seattle summer session office.
  • Manage faculty FTE and costing allocations for summer quarter including grant related projects.
              -This includes reaching out to all faculty within the school, confirming their summer appointments outside of SIAS, and entering all FTE, Costing Allocations, and hiatus updates to ensure payment and faculty effort is correct; appointments must be entered and managed on a pay period by pay period basis in chronological order.
              -Calculate and provide appointment letters to all faculty for their teaching and salary obligations for all of summer term.

    Faculty HR Support
  • Maintenance of faculty paid appointment FTE and costing allocations in WorkDay.
  • Main liaison between SIAS and International Scholars Operations (ISO) for faculty Visa processing.
  • Oversee faculty office moves and technology needs with UW Tacoma IT and Facilities Services.

    Fiscal Support and Data Reporting
  • Manage SIAS student scholarships and internal faculty awards processes.
  • Track faculty salaries: advise the Dean and Director of Academic Administration on salary equity, especially in relation to merit and promotion; and confer with campus colleagues and track all course releases and buyouts for SIAS faculty serving in other units.
  • Enter, monitor, and approve transactions into Ariba including P2Is, course fees, and operations.
  • Approve expenditures and large purchases, including Ariba transactions.
  • Ensure staff are tracking and maintaining budgetary spreadsheets.
  • Coordinate technology purchases with IT.
  • Inventory equipment on an annual basis.

    Oversee student/temporary hiring and payroll
  • Manage student hiring: confer with faculty regarding budgetary and benefits needs along with job descriptions.
  • Monitor temporary employee end dates to ensure timely extensions and terminations.
  • Run reports and oversee payroll processing in Workday to ensure that employees are paid in a timely manner; process over and under payments.
  • Perform I-9 verifications.

    REQUIREMENTS:
  • Bachelors of Arts in an area of business administration or related field AND two years of experience.

    ADDITIONAL REQUIREMENTS:
  • Specific experience with academic programs, faculty HR, budgeting, and reconciliation.
  • Experience with computer programs including Microsoft Office Suite.
  • Effective written and verbal communication skills.
  • Ability to problem-solve and use critical thinking; ability to Multi-task and respond to emergent needs.
  • Ability to lead and work with a diverse group of individuals including faculty, staff, students, and public agents.

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

    DESIRED:
  • Understanding of UWT policies and procedures, grant writing, and directly working with faculty.
  • Proficiency in using UW UNIX program (PAS, FIN, BGT) and UW databases including, but not limited to MyFinancial Desktop, Ariba, and Workday.
  • Thorough knowledge and practical experience working with University fiscal policies and accounting processes.

    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 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 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.

  • 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.

    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 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.


    Categories

    Posted: 2020-10-27 Expires: 2021-03-28

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    PROGRAM OPERATIONS SPECIALIST

    University of Washington
    Seattle, WA 98104
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