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MANAGER OF PROGRAM OPERATIONS

Company: University of Washington
Location: Seattle
Posted on: January 27, 2023

Job Description:

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. 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 Manager of Program Operations primary job function will be to provide fiscal and operational management of the Compliance Team at Fiscal Services Center at Foster School of Business. With Finance Transformation going live in July 2023, the Fiscal Service Center will support all the units (35 units) with all matter of fiscal operations. This role's primary function is to ensure fiscal compliance for the Foster School of Business, and smooth/successful operation of FSC Compliance Team. In addition, this position will also perform fiscal analysis and fiscal operation administration. This position will be housed in the Foster School of Business Dean's Office and reports directly to the Associated Director of Finance.

Under the direction of the Associate Director of Finance, the Program Operations Manager, or Compliance Manager will lead the Fiscal Service Center (FSC) Compliance team within the Deans Office in the Foster School of Business. This role will oversee daily business operations and provide compliance oversight for Foster fiscal activities. The Compliance Manager will oversee reconciliation, invoicing, internal audits, month/year end close, JVs, and transaction approvals for all units in the Foster School. This role will be an integral part of Foster's transition to the new Workday Financials software, providing training, and serving as a subject matter expert (comprehensive training will be provided). The selected candidate will have a high degree of self-initiative, strong leadership skills, and a solid understanding of fiscal policies and university/state regulations. This individual will be proactive in developing best practices, be a fast learner, and an independent decision maker to ensure smooth operations, while keeping the school compliant.

RESPONSIBILITIES:

Management

--- Manage program operations analysts and student workers in the FSC
--- Train staff, assign and oversee work, conduct performance reviews, lead one-on-ones or team meetings, provide support and resources to the team, and foster professional growth and development
--- Partner with Foster leadership to transition the school to Workday (become a power user, train other fiscal staff in the school, know how to access resources)
--- Work with leadership to create efficient processes for various functions (creating best practices)
--- Research problems and resolve issues timely and professionally (use good judgement to escalate more complex issues to Associate Director of Finance)
--- Continuously look for process improvements by developing tools, workflows, and policies that support customer service, efficiency, and compliance with University and State rules
--- Develop and disseminate school-wide communications on policies, procedures, compliance issues, process improvements, trainings, etc.
--- Communicate closely with unit and department Directors to get feedback on FSC's operations and take action as necessary
--- Serve as hiring manager in filling position vacancy, define jobs, coordinate interviews, and select candidates in keeping with applicable requirements and hiring process best practices.
--- As needed, constructively address employee performance deficiencies on a timely basis consistent with applicable policies.

Fiscal Operations

--- Perform a variety of complex fiscal administrative functions, such as assisting with oversight of about 800 budgets in addition to fiscal tracking and running aging reports for depts/units
--- Serve as subject matter expert to advise; assist FSC and dept/unit staff regarding many different scenarios, fiscal policies, and procedures based on Foster's broad business practices
--- Manage Foster's compliance dashboard by performing internal audits, tracking, analyzing, and presenting audit findings to Foster finance leadership and create policies, procedures, and communications to mitigate future findings
--- Approve travel, purchasing, and reimbursements (serve as primary compliance approver)
--- Prepare & submit JVs
--- Manage a list of units to provide reconciliation or changing activities as needed
--- Serve as back up for processing purchasing, payments, travel, and reimbursements.
--- Serve as back up for monthly credit card revenue reconciliation and distribution process.
--- Actively and continuously seek out knowledge (Compliance Laws and Guidance, Ethics Guide, UW Ethics certification) to stay up-to-date on policies to serve as the FSC and Foster School's subject matter expert on compliance

Other

--- All other duties as assigned.

Lead Responsibilities:
Leading FSC Compliance Team

Supervisory Responsibilities:
Supervise 3-4 Program Operation Analyst and students

MINIMUM REQUIREMENTS:

Four-year degree in business, accounting, or related field, OR equivalent experience plus 3 years of work experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

--- Positive and professional attitude
--- Good attendance record
--- High-preforming expertise with MS Office Suite (specifically Word, Excel, Outlook)
--- Excellent oral and written communication skills
--- Strong organizational skills and attention to detail
--- Ability to prioritize and handle multiple tasks on a frequent basis
--- Ability to thrive in a fast-paced environment that often requires responding to deadlines with short lead times and proactively resolve issues

DESIRED:

--- Experience with customer service or a service center
--- Experience with supervising staff
--- Experience with process improvement
--- Knowledge of UW financial systems (MyFD, Ariba, PaymentNet) and procedures

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, 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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .COVID-19 VACCINATION REQUIREMENTEmployees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

Keywords: University of Washington, Seattle , MANAGER OF PROGRAM OPERATIONS, Executive , Seattle, Washington

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