Shared Services Purchasing Analyst
Company: University of Washington
Location: Seattle
Posted on: January 27, 2023
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Job Description:
Req #: 217560Department: Applied Physics LaboratoryPosting Date:
01/18/2023Closing Info: Closes On 01/25/2023Salary: $3936 - $5290
per monthShift: First ShiftNotes: As a UW employee, you will enjoy
generous benefits and work/life programs. For a complete
description of our benefits for this position, please visit our
website, click here.
(https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)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.The Business and Finance team at the Applied Physics
Laboratory (APL) at the University of Washington is hiring see
yourself at APL! The Applied Physics Laboratory is a research unit
at the University of Washington. Our research expertise is in ocean
physics and engineering, ocean and medical acoustics, polar
science, environmental remote sensing, and signal processing. We
conduct research and development that is sponsored by a variety of
federal and state agencies, and take great pride in our
long-standing status as a US Navy-designated University Affiliated
Research Center (UARC). Our work takes place not only on the
University of Washington campus and medical centers, but in field
locations around the world at sea, in the air, and on polar ice
caps. We apply rigorous scientific inquiry and engineering
excellence in pursuit of solutions to important problems for the
good of our region, nation, and world.Diversity is a core value at
University of Washington and the Applied Physics Laboratory shares
this commitment. We are focused on building and sustaining an
inclusive and equitable research environment for all students,
staff, and collaborators. We believe every member on our team
enriches our community by exposing us to a broad range of ways to
understand and engage with the world, identify challenges, and to
discover, design and deliver solutions.APL has an outstanding
opportunity for a Shared Services Purchasing Analyst. This is a
full-time, regular position.The Shared Services Purchasing Analyst
is a member of the Business and Finance team, where incoming
requests will be sent in from our 8 research units, and 5
administrative units to be processed in this shared services
environment. APL conducts research that frequently involves the
fabrication of custom or prototype instrumentation and equipment.
This requires purchasing of approximately $10M in materials and
components (source: UW Office of Research Annual Report 2019,
Direct Expenditures data from cube). The Laboratory has an in-house
Purchasing Department to conduct all of this activity, headed by
the Purchasing and Property Control Manager. Working within this
team is the Shared Services Purchasing Analyst. The Shared Services
Purchasing Analyst advises and supports staff within the Purchasing
team in their day-to-day activities, performs higher level
purchasing activities, provides reporting and data to department
research administrators to support budget analysis, and acts as a
point of contact within the Laboratory for general purchasing
related questions and concerns.With the fast approaching onset of
The University of Washingtons Finance Transformation (UWFT) and
move to Workday Financials, the Laboratorys purchasing and fiscal
activities are on the cusp of a total reimagining and foundational
change. To support this transition and ensure continuous operations
within the Purchasing team, the Shared Services Purchasing Analyst
will serve as a point of contact both to Purchasing staff members
and other APL stakeholders, as well as Central UW and external
stakeholders. This position will advise staff members on the proper
applications of common yet complex purchase requests, such as
Machinery & Equipment (M&E) tax exemptions, resale orders,
equipment fabrications, and engineering prototype services. This
position will also process and manage larger blanket purchase
orders (BPOs) and requests, coordinating with APL and UW partners
to approve payments, manage invoices, and ensure compliance with
State and Federal laws throughout the order lifecycle.The
University of Washington Finance Transformation project will create
far-reaching changes to fiscal processes not only for the UW, but
for our sponsors and suppliers with whom we do business. It is
crucial to our continued operation of research programs that we
create a smooth transition for all of our stakeholders, maintaining
our high volume of purchasing activity ($10M annually) with the
same level of expertise and care. Failure to obtain items required
for use in research can result in irreparable damage to high
profile research projects and the reputation of APL-UW in the
sponsor community.Major Duties and Responsibilities: APL Purchasing
Program Support:Assists Purchasing Team with day-to-day purchasing
activities and questions. Troubleshoots issues and escalates to the
Purchasing Compliance Analyst. Advises on policy and procedure, and
provides customer support to Research Department Administrators
(RDAs), Principal Investigators, and other APL stakeholders.
Performs procurement card reconciliation review for department
ProCard cardholders. Conducts department-level training for
Purchasing Team and ad hoc training for junior staff. Assists in
onboarding of new Purchasing Team staff members. Develops and
maintains relationships with central UW partners in Procurement,
Equipment and Inventory, and Vendor control, among others, as well
as external stakeholders with whom we do business, including
Sponsors and suppliers.Purchasing: Complex Requests:Serves as
primary contact for complex purchase requests that involve a high
level of invoice and payment management. Advises Purchasing Team on
complex Blanket Purchase Orders, assists in service quote
interpretation, and escalates issues and questions as needed to the
Purchasing Compliance Analyst.Fiscal Data Analysis and Process
Review:Provides reporting and data to research administrators and
other stakeholders to support budget analysis. Working
collaboratively with the Purchasing Compliance Analyst, develop
procedures for purchasing operations, conducts process reviews,
analyzes customer service data and other performance metrics,
ultimately recommending improvement initiatives to Purchasing
leadership. As needed, performs process and policy research broadly
to inform and improve purchasing business operations.Property
Control/Equipment Inventory:Collaborates with the Inventory and
Asset Compliance Analyst to ensure newly purchased assets are
integrated into the UW inventory management system. Serves as
primary point of contact between Purchasing and Inventory/Asset
Management regarding insurance requests, asset status changes,
audit support, and other requests requiring interface between the
two teams.Requirements: A Bachelor's Degree and two years of work
experience as a Shared Service Specialist, or equivalent
combination of education/experience.Additional Requirements:
Demonstrated collaborative and independent problem-solving.
Flexibility to manage multiple and competing deadline-dependent
priorities. Commitment to and orientation towards excellent
customer service. Ability to teach, troubleshoot, and mentor staff
and peers.Equivalent education/experience will substitute for all
minimum qualifications except when there are legal requirements,
such as a license/certification/registration. Desired: Experience
with complex purchasing activities. Proficiency in Microsoft Office
Suite of applications and software, Adobe Acrobat. Demonstrated
ability to adapt to new software, web-based programs and tools.
Familiarity with UW systems (ARIBA, MyFD, JPMorgan PaymentNet),
policies (purchasing, reimbursement. reporting, reconciliation),
and procedures. Experience with Workday financials. Excellent
communication skills. Customer service is a core element for The
Purchasing Services Specialist. This position communicates
in-person, by phone, and email with a wide range of customers
including PIs, faculty, staff, other UW departments and central
services, vendors, and external collaborators. The Purchasing
Services Specialist demonstrates understanding of subject matter,
knows and uses available resources to better address customers
needs, maintains compliance with department, UW, and sponsor
requirements, and effectively communicates these often-competing
variables to all stakeholders.University of Washington is an
affirmative action and equal opportunity employer. All qualified
applicants will receive consideration for employment without regard
to, among other things, race, religion, color, national origin,
sexual orientation, gender identity, sex, age, protected veteran or
disabled status, or genetic information.
Keywords: University of Washington, Seattle , Shared Services Purchasing Analyst, Accounting, Auditing , Seattle, Washington
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