Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
FIELD ADVANCE SPECIALIST
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 four consecutive years.
Our Procurement Services Operation's, has an outstanding opportunity for a Field Advance Specialist.
Manage approximately 800 field advance requests annually. The position is responsible for accounting for all advance funds, due diligence, audits, and training associated with the advances.
The Field Advance Specialist must understand and analyze the impact of approximately 800 field advance requests with disbursements totaling approximately $35 million dollars annually. Requests are made university wide for both domestic and international locations. The Specialist must have an institutional level of understanding of all Accounts Payable and Procurement options at the university, to ensure that a field advance is the best method for paying expenditures. A field advance is considered the last option for UW employees, and should only be used as a last resort when all other options won't work. In addition, this role will serve as the knowledge expert to UW employees on card products and non-traditional payment methods used to fulfill field advance requests. Their accounting and banking skills must be advanced, and they must be able to explain to non-technical users how accounting entries and banking activity works.
The Field Advance Specialist is a university level position that interacts with all UW campuses including Bothell and Tacoma, UWMC, HMC and international programs such as ITECH and Study Abroad programs.
Audit and Training:
Monitor compliance with university field advance policies regarding timeliness of expenditure submissions; notify custodians and their respective departments of non-compliance to ensure the field advance is reconciled or funds are returned
Flag custodians who are chronically past due or have spent funds outside of agreed upon terms
Determine the custodian's eligibility for future field advances
Prepare aging reports for past due field advances
Prepare reports to analyze spending trends for field advances
Escalate concerns to leadership in campus departments when non-compliance with advance policies has occurred
Sample expenditures and audit the receipt/back up documentation; identify opportunities to improve and mitigate risk
Provide training both remotely and chairside to university employees
Quality assurance - UW Per Diem Debit Card Program
Review and approve per diem debit card load and unload activity
Audit card activity to ensure compliance with Visa/MC regulations
Analyze per diem card activity to identify opportunities for training or expansion of the program, identify trends in purchasing activity, and mitigate risk
Inspect chargeback alerts and notifications
Investigate potential fraud activity associated with the cards; partner with campus departments and card vendor to assess the transaction information
Answer campus questions and concerns pertaining to the debit card, including but not limited to balancing issues, accessing transaction activity online, and user functionality
Serve as a subject matter expert for payment methods at UW; collaborate with departments to ensure the best payment methods are being used from a cost and functionality perspective
Using payment method expertise, triage payment issues escalated by university departments by identifying funds and assisting in accounting entries.
Participate in process improvements for revolving fund processes; including transition from paper-driven production work to online processing and analysis with campus partners
Track and record metrics for Lean visual systems
May lead process improvement processes internally or for cross-department projects
Bachelor's degree in Accounting related field
Minimum of 3 years work experience may substitute for degree requirement
Minimum 3 years proven successful experience in the accounting or banking fields
Strong interpersonal skills; ability to communicate in a direct, positive manner that engages dialog and resolves differences
Established experience using online tools for daily work and data extraction
Proven analytical and critical thinking skills
Ability to work independently; problem solve, take initiative, set priorities, and work multiple priorities efficiently and effectively
Excellent written and verbal communication skills
Ability to be flexible and organized
Ability to maintain positive and professional demeanor
Commitment to treat co-workers and supervisors in a respectful manner and promote a positive and professional work environment
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Relevant experience with monitoring compliance of credit card program
Experience with international banking
Knowledge of UW financial systems
Knowledge of CashPro, SinglePoint and CEO banking platforms
Relevant experience working at the institutional level of a large, complex organization
Conditions of Employment:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.