FISCAL SPECIALIST 1, FAMILY MEDICINE

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Family Medicine at the University of Washington has a distinguished history and has been consistently ranked first in the United States for the quality of its teaching programs. Our mission is to improve the health and wellbeing of individuals, families, and communities through leadership in education, scholarship, and clinical care. We believe our people are the most important asset in the pursuit of our mission and strive to foster positive professional working relationships through effective communication and collaborative teamwork.  We are interested in candidates who are committed to developing and supporting diversity and inclusion in the work and learning environment.

The Department of Family Medicine currently has an outstanding opportunity for an individual with a business background who shares these goals to join our team as a full-time Fiscal Specialist 1.  Under the supervision and guidance of Budget Fiscal Analysts, this position will provide fiscal and administrative support to meet the business needs of the department.  The successful candidate for this position communicates effectively, works well in teams, manages competing deadlines and has a willingness to take on new assignments and master new skills.  Duties include: 

PURCHASING, PROCUREMENT & PAYABLES:  

• Research and source goods and services the Research section needs to purchase.  Apply UW and/or specific funding agency guidelines to determine allowable expenditures.
• Enter purchase approval requests into PurchasePath, the department’s purchase approval system; attach required documentation, notify the requestor once the order is approved, and close out completed purchase orders.
• Upon submission of a PurchasePath request, encumber expense amount on the respective budget tracking spreadsheet.
• Arrange for payments to vendors for goods and services using ARIBA, the University’s purchasing system. This includes non-PO invoicing, Payments to Individuals (P2I), and blanket purchase orders (BPO).
• Assist with supplier onboarding in ARIBA for new suppliers/vendors.
• Process personal reimbursements for faculty and staff using ARIBA expense reports.
• Purchase incentive gift cards for research participants per department and UW policy.
• Work with Budget Fiscal Analysts and PIs on subcontract invoice approvals.
• Use ProCard for payments and reconcile card monthly.
• Purchase and track office supply inventory.
• Work with vendors, faculty, and staff to resolve purchasing problems.

TRAVEL:

• Ensure appropriate pre-approvals prior to travel, including review of allowable expenses and PI approval for travel on grants.
• Process travel expense reports for reimbursement of travel expenses.
• Ensure compliance with state and University regulations as well as department policies.
• Attend quarterly meetings arranged by the Travel Office on travel policy and procedures.

FISCAL SYSTEMS MANAGEMENT:

• Organize and maintain a comprehensive record keeping system for all fiscal activity to ensure compliance with departmental, institutional and/or granting agency policies, rules and regulations.
• Maintain purchasing records in PurchasePath: set-up new budgets, close out completed orders, research previous records to assist in sourcing, etc.
• Create new spreadsheets and databases to track fiscal processes when needed.
• Act as back-up to other fiscal staff as needed.

OTHER FISCAL AND ADMINISTRATIVE SUPPORT:

• Educate team members about fiscal requirements and procedures.
• Reconcile budgets in MyFD.
• Assist with expense transfers in MyFD.
• Attend department and section meetings and serve on the department’s Finance Committee (prepare reports for the quarterly meetings as requested).
• Update department databases for check deposits and commitment funds.
• Track contract payments with provider time.
• Track faculty and staff licensing, MC memberships, and professional development funds.
• Occasionally train new staff how to use department and University fiscal systems such as ARIBA and Purchase Path.
• Other duties as assigned.

RESPONSIBILITIES:

• Three years of fiscal record keeping experience, or equivalent education/experience.

DESIRED:

• Working experience with spreadsheets, databases and MS Office applications.
• Ability to problem solve and work in a self-directed way.
• Accuracy and detail-orientation.
• Ability to prioritize and handle multiple tasks and manage competing deadlines.
• Good written and oral communication skills.
• A professional manner and the ability to communicate across multiple levels.
• A demonstrated commitment to ongoing University training.
• Our workplace is a collaborative environment and the ability to work together as part of a team is essential.
• Classes in accounting
• Advanced spreadsheet skills
• Familiarity with the University’s online administrative systems such as ARIBA, MyFD, Payment Net, and PurchasePath.
• A willingness to learn new systems and ability to think outside the box to improve processes and workflow.

WORK SCHEDULE: This position has a flexible hybrid schedule.