BUSINESS & FINANCE SPECIALIST [OPEN TO CURRENT UW EMPLOYEES ONLY]

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 new Division of Campus Community Safety (DCCS) unifies front-line public safety units across the University for a holistic approach to campus community safety, innovation in approaches, and clarity in leadership responsibility and accountability. Key units include UW Emergency Management, SafeCampus and the Seattle campus UW Police Department. Division staff work daily in partnership with units across and outside the UW system to both create safer, welcoming campus environments, prepare for potential natural or human-made disasters, and respond appropriately to incidents.

We have an outstanding opportunity for a Business & Finance Specialist.

Reporting to the Vice President, the Business & Finance Specialist manages the financial and budgetary administration of the University of Washington Division of Campus Community Safety (DCCS). In close collaboration with members of the Executive Office Business Operations team, which is part of the Executive Office Shared Environment, the Business & Finance Specialist manages and supports business and finance operations of the Division of Campus Community Safety.

This position is responsible for managing the day-to-day business transactions of a new division with a new Vice President overseeing three units, UW Police Department, Emergency Management and Safe Campus. All three areas interact with internal and external entities in providing both direct services and resources to the University community. Specific services are provided for a fee and separate tracking is required, and adherence to financial best practices is critical to ensure financial integrity and sustainability.

While this position sits within the DCCS organization, it serves as a key liaison to the Executive Office Business Operations team ensuring that local day-to-day finance and business operations of DCCS are in full alignment with the standard practices and policies of the Executive Office Shared Environment.

The Business and Finance Specialist will work in conjunction with DCCS and the Executive Office Shared Environment (EOSE) Business Operations team. A primary role of this position is to advise and guide members of DCCS on matters related to business, financial, and sponsored programs support. This position serves as DCCS’s liaison with UW central units on financial, business services, contracts, and other matters. Guidance and alignment with State, UW, Executive Office financial, budgetary and business operations policies and procedures, and best practices will be under the guidance of the Executive Office and overseen by the Senior Director for Finance, Administration and Human Resources.

The successful candidate will support development, management and oversight of DCCS’s day-to-day financial business operations and functions.

The Business & Finance Specialist must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgement in all areas of operation.  Input and demand may come from multiple directions, people, organizations and activities and complexity is amplified by competing priorities that are presented many times during a day.  Managing this breadth and complexity requires a good working relationship with Division leadership and members of their teams; building excellent rapport with support staff; ability to analyze and problem solve; the demeanor to welcome the unexpected; resilience and stability in stressful situations; an ability to maintain an optimistic outlook; a capacity and desire for innovation; and a willingness to embrace change and process improvement.

The Business & Finance Specialist must exercise discretion and independent judgment to provide guidance and support to members of the Division.  The position requires the Business & Finance Specialist to handle issues with tact and sensitivity and to maintain a high level of confidentiality.

The new Division of Campus Community Safety unifies front-line public safety units across the University for a holistic approach to campus community safety, innovation in approaches, and clarity in leadership responsibility and accountability. Key units include UW Emergency Management, SafeCampus and the Seattle campus UW Police Department. Division staff work daily in partnership with units across and outside the UW system to both create safer, welcoming campus environments; prepare for potential natural or human-made disasters; and respond appropriately to incidents.  

Duties & Responsibilities

Business Operations Management (60%)

• Independently and working in tandem with EO Business & Finance team members, manage, facilitate and complete the business and financial transactions of the Division. Using knowledge of accounting principles, ensure accurate management and accounting of units’ expenditures, accounts payable/receivable, month-end reconciliation, and funding commitments to support planning and decision-making by the units. Serve as local Workday Finance transactor for DCCS. Ensure timely and accurate billing of internal and external customers for units’ recharge and cost center services.
• Representing DCCS, serve as liaison with all central UW financial service departments (Purchasing/Procurement Services, Banking and Accounting, Procard/CTA Office, UW Travel Office). Demonstrate discretion and independent judgment in all areas of operation. Develop and implement continuous review and oversight of business procedures to ensure excellent customer service while maintaining compliance with university and state financial policies. Maintain and monitor internal business and financial controls for the Division.
• Develop, manage, and implement initiatives to improve financial and business operations functions with a focus on effective and efficient delivery of service. Must be comfortable with conducting research, analysis, and developing and proposing new ideas to improve business practices and demonstrate discretion and independent judgement in all areas of operations.
• Independently and/or in tandem with the EO Business & Finance team, develop, design, and implement organizational policies and procedures affecting all DCCS units. Conduct assessments of and report on compliance of DCCS units with university and state fiscal and administrative policies.
• Work with DCCS and Executive Office leadership to support annual budget planning and analysis and development of annual rate and fee proposals for self-sustaining units and recharge centers.

Policy Guidance/Consultation and Compliance (30%)

• Serve as local expert for all finance and business operations matters. Directly advise members of DCCS on current University and State of Washington policies and Executive Office best practices; make recommendations and provide guidance on budget expenditures and spending policies. Ensure DCCS implements and utilizes consistent procedures, tools, and processes.
• Maintain a high level of professionalism and customer service in managing inquiries from DCCS members. Apply independent judgement in coordinating responses or escalating as needed.
• Develop and support departmental financial transaction processing guidelines to assure compliance with UW administrative policies and procedures and acceptable accounting principles and practices.
• Maintain all departmental financial files in accordance with Washington codes and University policies.
• Provide technical support for purchasing, travel, equipment inventory, accounting, and similar functions to monitor compliance with UW, Executive Office, and departmental policies and procedures
• Support department audit coordination and response

Special Projects and Process Improvement (10%)

• Actively engage and/or lead efforts to continue to implement the new UW Financial systems for the Division and its units, including transitioning current business practices to future state.
• Proactively identify process improvement opportunities, propose changes, and in collaboration with DCCS staff and managers and the EOSE team, implement any subsequent actions.
• Other duties as assigned.

Requirements include:

• Bachelor's degree, preferably in Business Administration, Accounting, Finance, or a related field, and three (3) years of progressive experience to include financial management and analysis, accounting, accounts receivable and payable, rate proposal development and financial reporting.

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

Desired:

• Strong project management, organizational, and problem-solving skills.
• Proven ability to develop and establish positive and productive business relationships and work collaboratively with colleagues and external partners, vendors, and customers.
• Ability to communicate clearly, accurately, and effectively both in writing and verbally; sensitivity to language relating to race, ethnicity, gender, sexuality, and ability/disability.
• Proficiency with databases, accounting software, spreadsheets, and Microsoft Office Suite

Working Environment:

• Expected to perform the following or it is a critical part of the position: Standing, sitting, walking, hand dexterity (keyboarding/repetitive movements), reading, writing, hearing, talking, seeing, using the telephone, contact with general public, working alone. 

ENVIRONMENTAL CONDITIONS: Working inside.

Other Comments:

• No felony convictions and no pattern of misdemeanor convictions that could compromise access to confidential records.

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 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.