Fiscal Specialist 2
Company: University of Washington
Posted on: February 16, 2020
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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
The University of Washington, Department of Pathology is a broad
and dynamic department that strives for a consistent level of high
achievement in all of its activities. The Department offers full
diagnostic services in all areas of Pathology, is a top ranked
research organization as measured by research awards from the
National Institutes of Health, and offers an array of specialized
educational training programs.
UW Medicine Pathology brings together state-of-the-art technology
and highly trained, world renowned personnel to provide
comprehensive diagnostic and personalized service to physicians,
community hospitals, independent laboratories, and other health
care organizations. Our operations are based at the University of
Washington Medical Center, Harborview Medical Center, South Lake
Union, Northwest Hospital and the Seattle Cancer Care Alliance.
Pathology faculty members also serve at Seattle Children's
Hospital, the Veteran's Administration Puget Sound Healthcare
System, and the Fred Hutchinson Cancer Research Center. These
collaborative efforts have generated innovative, translational
studies in the basic mechanisms of disease as they apply to
The Department of Pathology has an outstanding opportunity for a
full time Fiscal Specialist 2, located at our South Lake Union
offices. Under the general direction of the Fiscal Operations
Supervisor, this position will perform a variety of moderately
complex fiscal administrative support functions for Pathology's
fiscal team and may include other departments, such as Surgery and
the Dean's office at the School of Medicine. This position involves
doing research and analysis to ensure the accuracy of transactions
on departmental budgets, and other record keeping systems.
Typical work may include but is not limited to the following:
Execute purchasing for supplies, equipment and repairs for
departmental units and labs. (Pathology, Surgery, Dean of Medicine)
using a myriad of methods, such as Ariba-Catalog/Non-Catalog POs,
BPOs, Non-PO invoices; Procard, and PurchasePath. Including but not
limited to reviewing orders submitted for accuracy, triaging any
potential issues, and communicating with lab, vendors, and end
users in timely, efficient, and professional manner, check order
status and resolve problems. Responsible for contract management of
more than 70 BPO contracts. Including ensuring timely renewal,
funding increases when necessary, etc. Review supplier invoices for
accuracy and comply with University and department policy; take
corrective action to resolve discrepancies Advise labs on tax
exemptions available on research equipment orders and repairs.
Assist researchers in developing sole source justifications or bid
specifications as needed. Exercise independent judgment to make
determinations and solve problems as they arise. Assure compliance
with multiple agencies and with established UW policies and
procedures. Analyze past spending habits by labs and offer
improvements which can bring cost savings to labs while maintaining
scientific integrity of projects. Working with the labs and in
collaboration with fiscal team, review purchases for expiring
budgets to assure timely purchasing and receipt of goods or
services. Provide guidance to labs regarding best practices
surrounding returns & exchanges and obtaining Return Authorization
documents. Prepare/process travel, misc. reimbursements and
payments for departmental travelers and UW guests. (e.g. eTravel,
eReimbursements, Check Requests, Non PO invoice). Determine funding
sources and review documents for audit/regulatory compliance
(Federal, State & institution). Proactively inform faculty, staff,
and students of University policies and procedures before they
incur any expenses. Supplier onboarding: includes providing
instructions to the supplier regarding the numerous steps involved
in the UW supplier registration and Ariba on boarding process.
Review and reconcile ProCard, CTA (central travel account) and
FedEx account purchases. Acquire source documentation, assure that
proper budget numbers and object codes are assigned in the
PaymentNet system and enter the information in PurchasePath.
Analyze, modify, and maintain electronic files and records
consistent with UW and Departmental policies and procedures in
Docstar Develop, modify, and maintain multiple record keeping and
reporting systems for varied and complex sources of funding;
develop procedures for implementation, execution, control and
review/audit of fiscal operations. Using MyFinancial Desktop
(MyFD), reconciling transcatiosn with high level of accuracy and
detail. Gather supporting documents monitoring for compliance with
budget. Prepare any necessary expense transfers, etc. Review open
balances to ensure timely submission of invoices and/or all items
have been received
Act as dept. reviewer for spot checking and auditing entire fiscal
team reconciliation, including other FS1s, FS2, and student
assistants. Audit for accuracy and following dept. SOP, requiring a
high level of understanding and attention to detail to ensure
process is being conducted appropriately. Make recommendations to
Fiscal Operations Supervisor dependent on analysis and
institutional knowledge and understanding. Assist in the
development and maintenance of department Standard Operating
Procedures (SOPs). Fiscal support for other satellite units in
Pathology and department faculty as needed. Other duties as
- Two years of fiscal record keeping experience, or equivalent
- Proficiency with Microsoft Office applications, specifically
Excel, Word & Outlook.
- Demonstrate ability to work in a "high volume" arena with
strong organizational skills.
- High degree of accuracy and attention to detail.
- Demonstrated ability to multi-task, prioritize work and manage
a changing workload with frequent interruptions.
- Experience with UW online systems,
Ariba-eProcurement/eTravel/eReimbursement, Procurement Card
Additional Skill Requirements:
- Strong initiative, independent judgment and
- Demonstrated excellent written, verbal, and interpersonal
- Experience with PurchasePath requisition system.
- Familiarity with DocStar electronic filing system.
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.
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 , and committed to
becoming climate neutral.
To request disability accommodation in the application process,
contact the Disability Services Office at 206-543-6450 /
206-543-6452 (tty) or .
Keywords: University of Washington, Seattle , Fiscal Specialist 2, Accounting, Auditing , Seattle, Washington
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