BUDGET FISCAL ANALYST - PURCHASING AGENT
University of Washington
Seattle, WA
Full-time
Accounting
Posted on June 7, 2019
Req #: | 168319 |
Department: | DEPARTMENT OF GLOBAL HEALTH |
Job Location: | Harborview Medical Center |
Posting Date: | 06/06/2019 |
Closing Info: | Closes On 06/20/2019 |
Salary: | $3,673.00 - $4,936.00 |
Union Position: | Yes |
Shift: | First Shift |
Notes: | For detailed information on Benefits for this position, click here. |
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 five consecutive years.
The Department of Global Health was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs and policies. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. At the Department of Global Health at the University of Washington, diversity is integral to excellence. The Department recognizes that disparities in health around the globe stem from inequity. The Department encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. The Department strives to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.
The Department of Global Health has an outstanding opportunity for a full-time Purchasing Agent who will join our departments administrative core to provide guidance on departmental, School of Medicine, School of Public Health and UW financial procedures and guidelines; exercising independent judgment and discretion; partnering with other fiscal staff with a goal of delivering standardized, efficient, and compliant budget accounting, reporting and reconciliation; budget and compliance monitoring, tracking and reporting; diligently processing daily requests for the acquisition of goods and services, airfare and lodging in a fast paced work environment; processing complex travel reimbursements both domestic and foreign. This position is critical for maintaining compliance and consistency and provides on the job training for all department staff on fiscal systems and processes, acting as their trainer, resources, and liaison with central offices. The incumbent must thrive in a deadline driven environment. This is an excellent opportunity to work with highly productive faculty and with a team with strong research administration expertise.
This Purchasing Agent position will be located at the Ninth & Jefferson Building on the Harborview Medical Center Campus. The Purchasing Agent will report to the Manager of Finance & Operations.
RESPONSIBILITIES
Financial Operations (75%):
• Diligently monitor the intake system for procurement and travel requests.
• Critically analyze and assess the applicable procurement method for all department requests.
• Review and analyze all outside invoices, and issue payment based on contract specifications.
• Manage and reconcile two departmental Procards and one CTA (Central Travel Account) accurately to continue our internal reporting integrity.
• Prepare monthly reports or as necessary for review by Manager of Program Operations.
• Establish, maintain and educate department staff on internal controls for transaction appropriateness and best payment mode.
• Analyze and process UW Faculty, Student, Staff and Non-UW travel reimbursements for both domestic and foreign trips via ARIBA.
• Analyze and process personal reimbursements through eReimbursement via ARIBA.
• Analyze and process honorariums and payments through Payments to Individuals (P2I) under sponsor, UW, and State policy guidelines via ARIBA.
• Maintain purchasing databases and record keeping systems for both state and grant funds for the department.
• Manage Equipment Inventory and Insurance for domestic and aboard.
• Review state and federal equipment inventories for the department. Prepare reports for departmental.
• Work with Manager to elicit, download, format and provide interpretation of key fiscal data housed in the UW Enterprise Data Warehouse.
• Act as Payroll backup for Department.
• Perform other duties and special projects as assigned by Manager or Director.
Compliance (10%):
• Actively participate in internal and external audits, ensuring documents are maintained in compliance, respond to auditor’s questions and requests for information.
• Providing on the job training for all department staff on fiscal systems and processes, acting as their trainer, resources, and liaison with central offices.
• Responsible to stay up to date all University and State policies around acquisition of goods or services, travel and grant and contracts.
• Review procurement and travel requests daily to ensure request is allocable, allowable, correct and appropriate.
Reconciliation (10%):
• Work in conjunction with grant managers and students assistants on DGH budget reconciliation process of over 300 budgets monthly to ensure proper documentation for all purchases in order to comply with audit requirements. Requires strong relationship with grant managers and student assistants to improve processes.
• Responsible to train and educate team on what types of documents are required for audit purposes.
Process Improvement (5%):
• Develop and revise DGH policies, procedures, guidelines and forms for DGH-wide fiscal processes. Finalize in conjunction with Supervisor and Director, Administration and Operations or with the Executive Team, as needed and evaluate effectiveness.
• Advise Administrator and other department personnel regarding implementation of revised or new internal systems, such as a department database all budgets.
• Update department intranet to reflect up to date information on policies and procedures.
REQUIREMENTS:
• Experience with Excel, Word and Outlook software.
• Exceptional attention to detail and accuracy.
• Keen ability to multitask and work in a fast paced, deadline driven environment.
• Strong customer service to staff, faculty, CPIs, and vendors.
• Strong interpersonal skills, with the ability to relate to and work with diverse groups of people many of whom are international with English as a second language.
• Experience assisting in the development of new projects and processes.
• Excellent organizational skills and follow through, with the ability to manage projects independently.
• Ability to demonstrate excellent communication skills both verbal and written
• Ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.
DESIRED:
• A Bachelor's Degree with major study in accounting, business administration, or related field and two years of work experience as a Fiscal Specialist, or equivalent combination of education/experience.
• Ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.
• Experience with UW Internal Financial systems (ARIBA, PurchasePATH, MyFD, ASTRA, Workday, OASIS), as well as, MS Excel and other systems in an academic environment
• Understanding of UW procurement and travel policies and procedures
• Experience with procurement and travel in higher education
• Knowledge of University administrative systems and human resources.
CONDITIONS OF EMPLOYMENT:
• General business hours, with flexibility to attend occasional meetings and/or events outside of normal working hours.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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.
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.