BUDGET/FISCAL ANALYST

The College of Arts & Sciences (CAS) is one of the largest academic units on the UW Seattle campus, employing over 1400 tenure-track and research faculty, in 43 departments and centers, and generating an average $120 million dollars in sponsored research each year. CAS is comprised of 4 major divisions – Arts, Humanities, Social Science and Natural Science – whose cutting-edge research spans from malaria treatment to solar energy to human rights.  CAS is home to diverse music, art, drama, dance, digital arts academic units and degrees, and runs one performance hall (Meany) and two major museums (Henry Art and Burke).  CAS academic programs support more than 22,000 undergraduates and 2600 graduate students. The College occupies over 1 million square feet of space spread across campus and off-campus facilities in more than 50 buildings. 

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.

Basic Function

Under the general direction of the Director of Finance, this Budget Fiscal Analyst, with the assistance of a Fiscal Specialist II, will manage the Department of Chemistry’s post award fiscal operations for both grant and department budgets.

Characteristic Duties and Typical Responsibilities

Financial Systems, Analytics, and Reporting
Extract, manipulate, and analyze data sets from complex financial systems; FIN, PandA, Workday, EDW, MyFD, etc. to validate and check for funding and transaction compliance. Conduct statistical analysis involving fiscal data/expenditures in order to identify problematic areas and recommend or update fiscal policies as needed. Manage department analysis and reconciliation templates. Develop and modify templates as needed to meet department needs. Daily maintenance of Department of Chemistry shadow financial system “PandA” to ensure it mirrors UW financial system. Review audit reports to identify and resolve errors. Oversee the creation and submission of monthly Chemistry financial reports. Create new and modify existing financial report products to meet PI/budget owner needs. Provide ad hoc reports to faculty and department managers as requested. Answer questions concerning these reports, resolve problems as they arise. The University of Washington is adopting Workday Financials, a new enterprise financial and budgeting system. This position is expected to have a high level of engagement as we implement this new system and disposition redundant systems. 

Payroll and Labor Force Management
Manage the budgeting and forecasting payroll for approximately 45 faculty and instructors, 60 regular and research staff, 60 postdoctoral positions, and 250 graduate student positions, including entering salary encumbrances into PandA. Assist faculty in evaluating current personnel levels, including completing costing analysis, and outline staffing plans to meet group needs. Develop individualized funding plans for fellows and other partially funded students and staff. Relay department and faculty staffing plans to Payroll Coordinator. Conduct unit salary audit to ensure department and faculty staffing plans are on track. Oversee effort tracking and reporting.

Department Budget Management
Responsible for the Department of Chemistry state budgets ($12M), grant budgets ($78M), gift and endowment accounts. This includes overseeing actions throughout the fund/award lifecycle to ensure compliance with all Department, University and sponsor policies. Review funding action and award documents to correctly enter budgets into Chemistry financial system. Process Advance Budget, Advance Extension, and No Cost Extension requests as needed. Oversee reconciliation on all accounts, perform audits to ensure accuracy and compliance with UW Cost Principles for all transaction types. Identify, investigate and resolve unallowable or inaccurate transactions. Provide supporting documentation as requested by sponsors. Monitor all accounts to prevent deficits and identify trends. Perform status checks and follow-up on purchase orders and invoices, request encumbrance liquidations and adjustments as needed. Prepare documentation for non-FEC cost sharing tracked on project accounts and submit this documentation to Grant and Contract Accounting. Complete periodic and pre-closeout reconciliation to identify outstanding issues that could prevent timely closeout.

Recharge Center Budget Management
Monitor Department recharge budgets, process Chemistry Stores ISD, submit these charges electronically using Fastrans, maintain shop and instrument accounting records, process ISDs for shop and instrument changes, prepare invoices to outside users of instruments. Track and maintain spreadsheet for outside users payments, work with UW Receivables to resolve problems. Responsible for fiscal management of Undergraduate Stockroom. Maintain Chemistry User/Budget database via UWNetID for access to Chemistry Stores, instruments, and other services. Assist in setting rates for department services.

Agency and Journal Accounts
Monitor agency/journal account budgets. Submit invoices to agencies for reimbursement of University expenditures. Assure that payments are received and credited to the appropriate budget.

General Fiscal Management
Manage Department accounts receivables. Review and certify monthly procard and CTA transaction reports. Support department with procurement compliance. Resolve open balances  Responsible for annual equipment insurance billing and fiscal records management, retention, and disposition. Special projects as assigned.

Minimum Requirements