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 five consecutive years. 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 enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA's major activities include:oInitiating and supporting scholarly research on global issues across campus units and departments, disseminating information about relevant faculty expertise, funding opportunities, and institutional ties abroad.oProviding a portal through which external stakeholders - including business leaders, representatives of local, regional, and national government, non-governmental organization representatives, international alumni, and ethnic and cultural affinity communities - can learn about and participate in campus activities and resources.oServing as a central guide and resource for developing and successfully implementing study abroad program, collaboration with international scholars, the conduct of global research, and the design and nurturing of foreign institutional partnerships.oSupporting UW community members in planning and carrying out UW's international scholarship and business in a safe, productive manner. To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.The Finance & Administration Specialist is a member of the Office of Global Affairs Finance & Administration team. The F&A Specialist is assigned primarily to provide finance and administration guidance and budget management to the UW Study Abroad (UWSA), focusing on the oversight and execution of all financial activities for UWSA. They will also have a role in managing broad Office of Global Affairs finance and administration, including the Global Innovation Fund and may provide some HR support.The Finance and Administration Specialist will independently perform complex financial and administrative functions to manage a portfolio of study abroad/exchange programs annually as well as general Office of Global Affairs office financial and HR operations. The position functions in a very fast-paced environment and is responsible for a significant volume of work with frequently changing priorities.The Office of Global Affairs, a unit within the Office of the Provost, handles university international priorities. UW Study Abroad links students to an extensive array of study abroad programs, internships and university exchanges around the world. Through a variety of advising and programming services, UW Study Abroad provides invaluable support to both UW students abroad and visiting international students at the UW. The support provided to the Office of Global Affairs by the Finance and Administration Specialist is critical to the financial well-being and policy compliance of all its programs.Under the general supervision of the Business Manager, the Finance and Administration Specialist will independently perform complex financial and administrative functions for OGA.Duties & ResponsibilitiesFinancial Operations and Transactions (50%):oServe as lead for financial transactions for a portfolio of UW Study Abroad programs, processing, monitoring and reconciling payments for UW Study Abroad program budgets, totaling approximately $7,000,000 or more each year; use University and Office of Global Affairs internal shadow accounting systems to monitor, correct and reconcile transactions related to study abroad programs. Manage ProCard/CTA and budget reconciliation as needed.oAssist in charging of multiple program fees to the UW accounts of over 2,000 UW and non-UW students per year using the Student Database (SDB) and based on program participant rosters; disburse study abroad scholarships to students. Support quarterly home tuition credit and tuition waiver disbursement.oDevelop and retain strong collaborative partnerships with UW Procurement Services, Accounts Payable, Banking & Accounting, Travel, Internal Audit and manage international vendors in order to effectively facilitate procurement and/or payment for services, equipment, and/or supplies in international locations where study abroad programs take place.oSupport other OGA finance and administration needs, including but not limited to, UW Rome Center, and Global Innovation Fund.Financial Records Management (20%):oEstablish and maintain comprehensive financial record-keeping systems for financial transactions related to international purchasing and travel activities for study abroad programs; analyze, modify, and recommend improvements to financial recordkeeping protocol; apply knowledge of accounts and program relationships, data flow, audit trails and internal control to design and implement improvements to financial data systems.Program Budget Planning and Management (10%):oWork directly with faculty/staff program directors to advise, build and manage a portfolio of program budgets (e.g. faculty and program staff salaries, program activities, etc.) and program expenses and revenue for UWSA programs using UW financial applications as well as in-house shadow budget tracking tools to maintain a constant real-time view of the budget status of each program; provide Finance & Administration, and Program Faculty Directors with budget status updates, budget analysis and financial projections on an as-needed basis.oRecommend, initiate and implement process improvements for all areas of financial and budget functions.Training, Policy Compliance, and Trouble-Shooting (10%):oEnsure that Office of Global Affairs financial operations comply with State of Washington, UW, and OGA policies. Exercise independent judgment in interpreting and applying State of Washington, UW and other agency rules and regulations to resolve problems; select/recommend alternative courses of action.oAdvise and train Office of Global Affairs Staff, and Faculty Program Directors on policy compliance and standard operating procedures related to Office of Global Affairs operations, including purchasing, budgeting, travel, and other program-related financial and administrative matters; coordinate and present regular training sessions for faculty/staff program directors covering the financial and compliance issues related to UWSA programs.oCoordinate with UW Financial Aid on aid disbursements and scholarship issues; troubleshoot student accounts with Student Fiscal Services, Office of Financial Aid Services, Registrar's Office, UW departments, Graduate School and Student Insurance Office; create program and exchange expense summaries for student participants; answer student and/or parental financial inquiries.oKeep current with new UW central procurement and travel applications; coordinate the integration of new systems and applications into the standard operating procedures of the department. oServe as back up for other Global Affairs Finance and Administration team members who may be on leave.Other Duties (10%):oHuman Resources:- Work with the Business Manager to ensure that the Department's employment practices are in compliance with human resources policies and procedures of the University and the Department.- Assist with recruitment efforts as necessary.- Assist with HR transactions related to time and absence, hiring, etc.oOther duties as assigned.Requirements Bachelor's Degree and two to three years experience in accounting, budgeting, administrative management, or equivalent combination of education, experience and training.Desired Higher education experience; strong communication skills; finance/accounting background; HR/Payroll experience; international experience. Demonstrated capacity to identify, initiate, and implement business process improvements. Competitive candidates are those who are comfortable performing specialized financial work, often with competing demands, thinking critically and exercising independent judgment with minimal supervision. Inherent to success in this position is possessing cultural sensitivity to include knowledge of and appreciation for different traditions, customs and lifestyles. Ability to maintain professional working relationships and effectively communicate procedures and policies to staff and faculty who do not have a background in finance or budgeting is important. Ability to effectively manage a challenging work environment, an ability to deal with the unexpected, an acceptance of a certain degree of stress, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.BenefitsAs a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.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
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 undergraduate 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.