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Fiscal Specialist 2-Fixed Duration/Temporary

University of Washington
Seattle, WA Full-time
Posted on October 15, 2019
Req #: 170912
Department: Oncology
Appointing Department Web Address:
Job Location: South Lake Union
Posting Date: 10/01/2019 
Closing Info: Open Until Filled 
Salary: $3,576.00 - $4,680.00/Month 
Union Position: Yes
Shift: First Shift 
Notes: This is a RE-POSTING. Candidates who recently applied do not need to re-apply and are still in consideration.

Please click here for more information about Fixed Duration Positions.  

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Oncology has an outstanding opportunity open for a Temporary Fiscal Specialist 2.

This position will be assisting the Phase I financial team in the completion of a project concerned with review and audit of all existing study budgets. Under the general direction of the Phase 1 Research Program’s Finance Manager, this position provides a variety of moderately complex fiscal support functions for the Phase I Research Program. Fiscal duties include complex financial management of receivables and payables for industry sponsored clinical research budgets; assisting with the development and maintaining of comprehensive fiscal records and tracking tools to monitor all incoming revenues and expenditures; provide revenue and income projections based on complex and detailed data on progress of enrollment and milestones completed.


• Reconcile all program budgets, including surplus and gift budgets using MyFinancialDesktop (MyFD), locating and matching source documents with posted expenditures, and resolving any discrepancies, ensuring that all expenditures are duly reviewed and approved and that all transactions are appropriately documented and in compliance with the University policies.
• Reconcile eFECS and GCCRs for the Phase 1 Research Program.
• Process all travel, petty cash and other reimbursements in compliance with UW, State and Federal policies through the ARIBA system.
• Process payments for all bills received using Procard and/or through the ARIBA systems.
• Set-up and maintain efficient and organized fiscal records for the program including electronic versions saved on the program’s shared folders.
• Assist with developing and responsible for maintaining complex multiple fiscal record-keeping systems for all studies and prepare appropriate forms to track budgeted patient cost and charges per approved budgets and contracts.  This also includes tracking patient enrollment and milestones completed and uploading this information into a centralized clinical research management system data base.
• Provide guidance to the research team on allowable reimbursable charges as provided in the approved sponsor’s contract and budget; handles resolution of issues and/or clarification with sponsors by consulting with funding agencies to resolve problems and/or obtain approval for deviations from authorized procedures or expenditures.
• Process invoices to sponsors and sponsor payments utilizing information from the study database to process invoice/payments to/from sponsors and calculate salary earnings for both investigators and staff according to the negotiated budget and contract.  Track down payments with sponsor and GCA and resolve issues, if any.
• Processing and documenting payments to service areas and 3rd party providers.
• Prepare and route eGC1, track SFI disclosures, contract signature, requesting advanced budget numbers and RRR account set up.
• Support pre-award budget preparation by completing submission forms and documents, for developing budgets for grants or contracts, sponsored by pharmaceutical companies, or other funding requests.
• Under the supervision of the Phase 1 Research Program Finance Manager, prepare regular budget status reports and statistics using established formats.
• Monitor and manage the department’s billing email.
• Responsible for record management and retention.
• May direct the work of others.
• Perform other fiscal and administrative duties as requested.

Minimum Requirements:
Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.

• Must be proficient with UW financial systems MyFinancial Desktop (MyFD), SAGE, Procard & Ariba and familiar with other databases. Must have through understanding of UW purchasing policies and procedures.
• Effective and professional oral and written communication skills, exceptional problem-solving skills.
• Demonstrated skills in working with numbers and advanced proficiency with MS Office, particularly Excel.
• Must be highly organized, service-oriented, flexible and resourceful.  Self-management and independent judgment is essential to the success of this position.
• Two years of fiscal record keeping experience, or equivalent education/experience.
• Strong communication skills, organizational skills, and attention to detail.  

Desired Qualifications:

• Bachelor’s Degree in Accounting or related field or equivalent related education/experience.
• Prior experience with clinical trial budget management highly desired.
• Familiarity with medical terminology.
• Familiarity with UW policies and procedures such as Procurement, Travel, Record Retention, Inventory Management etc.

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.

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