FISCAL SPECIALIST 2
Req #: | 179619 |
Department: | eSCIENCE INSTITUTE |
Job Location: | Seattle Campus |
Posting Date: | 06/04/2020 |
Closing Info: | Closes On 06/18/2020 |
Salary: | $3,488.00 - $4,680.00 |
Union Position: | Yes |
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. For more information on the eScience Institute, visit the eScience website. |
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 eScience Institute’s mission is to engage researchers across disciplines in developing and applying advanced computational methods and tools to real world problems in data-driven science and research. With a newly announced sustainable core funding from the University of Washington and existing external funding from the Gordon and Betty Moore and the Alfred P. Sloan Foundations, we are significantly advancing our mission. As we continue to grow our educational and outreach activities, we seek support staff to ensure these programs are meeting the needs of the campus community. We are housed in the renovated 6th floor of the Physics/Astronomy Tower, with fantastic views in all directions. We have a small, tight-knit staff that have permanent desks in our Data Science Studio - an open and dynamic space that is available to the campus community.
The eScience Institute has an outstanding opportunity for a full-time Fiscal Specialist 2.
This new position is responsible for complex fiscal administrative support for the institute directors, faculty, data scientists, postdocs, and research assistants working with the eScience Institute. Fiscal responsibilities include analyzing and reconciling budgets, preparing monthly reports, purchasing, and other fiscal support functions. This position reports to the Grants Manager, and will work closely with a group of program and administrative staff in a collaborative, team-oriented environment.
RESPONSIBILITIES
• Reconcile expenditures monthly for research and gift budgets. Verify charges are appropriate and initiate corrective action when necessary. Prepare detailed budget reports, including projections for the institute directors and PIs.
• Recommend and implement improvements in project procedures and recordkeeping systems; keep up-to-date on university policy and operational changes; interpret policies/procedures for faculty, staff, and students.
• Create purchase orders for subcontracts and consultants.
• Assist with grant proposal submission process.
• Assist with the hiring process for postdoctoral fellows, graduate, and undergraduate research assistants. Coordinate with funding sources and track fellowships.
• Receive requests for purchasing, conduct vendor and product research to locate items per specifications. Determine appropriate purchasing method (purchase order or ProCard) and process orders. Follow up with vendor regarding shipping, invoicing, repairs, and/or return of defective items.
• Organize domestic and international travel arrangements for faculty, staff, students, and visitors. Prepare travel reimbursements. Ensure compliance with University and grant sponsor guidelines.
• Establish sub budgets for faculty, students, and staff hired through other campus departments or units.
• Prepare/process fiscal documents such as reimbursements, My Financial Desktop (MyFD) transfers, and journal vouchers.
• Assist the Grants Manager with tracking donor checks, establishment of new gift budgets, and donor intent of gift funds.
• Prepare and process equipment inventory. Insure equipment and maintain a tracking system for annual insurance renewal and equipment inventory. Coordinate annual physical inventory with various departments. Complete asset information in Oasis system. Update asset location, owner, disposition and any other information as needed.
• Collaborate with other administrative staff to facilitate site visits for grant sponsors, on- and off-site conferences, research meetings, and workshops.
• Provide administrative support to the Data Scientists. Organize, archive, download/print technical reports, journal articles, etc. Conduct web and library searches. Assist Data Scientists with scanning, mailing, and shipping materials as needed.
• Provide support to other eScience Institute staff as needed (e.g. back-up support for staff on vacation, assistance with special projects during events, etc).
• Perform related duties as required.
MINIMUM REQUIREMENTS:
• Two years of experience at a level equivalent to Fiscal Specialist 1 AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.
ADDITIONAL REQUIREMENTS:
• Successful experience reconciling research, gift, and similar budgets (30+) monthly.
• Successful experience managing purchasing requests (40+) monthly.
• Proficiency with use of computers including applications such as MS Office, Excel, Outlook, Word, PowerPoint, AcrobatPro, Google Docs, Google Sheets, Google Forms, Google Drive, and electronic mail including Google Mail.
• Proficiency with UW travel and other eProcurement functions, or similar procurement systems. Proficiency with MyFD and knowledge of UW policies for purchasing, travel, and reimbursements, or experience with similar accounting practices and policies.
• Demonstrated ability to multi-task, prioritize work and manage heavy workload with frequent interruptions.
• Demonstrated ability to work independently with minimal supervision.
• Effective interpersonal skills to interact with diverse groups in a team environment.
• Proven ability to proactively and independently solve problems in both routine and urgent situations.
• Excellent written and oral communication skills.
• Experience which demonstrates consistent attention to details and accuracy of work.
DESIRED:
• Financial experience in a university or research setting.
• Experience with University of Washington systems such as Ariba, MyFD, and Workday.
• Knowledge of University of Washington procedures for purchasing and travel.
• Experience coordinating events.
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.
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 dso@uw.edu.