Executive Office Business Operations Specialist - Seattle, United States - University of Washington

Description

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 Operations Specialist formally reports to the Senior Director of the Executive Office of the President & Provost, but receives day-to-day supervision and guidance from the Associate Director for Business & Finance.

In close collaboration with members of the Executive Office Business & Finance Team, the Business Operations Specialist supports the business and finance services of the following organizational units, offices, and initiatives:

• Executive Office (Offices of the President and Provost) including: Board of Regent; Office of the Ombud; University Policy & Rules
• Vice Provost Organizational Units: Academic & Student Affairs and Academic Personnel
• Health Sciences Services
• Compliance & Risk Services
• Environmental Health & Safety
• Internal Audit
• Faculty Senate and UCommittees
• Global Innovation Exchange
• UWINCO
• Population Health Initiative

The Executive Office Business Operations Specialist supports the diverse business and finance services needs of UW senior leadership over a wide range of business functions.

They must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgment in all areas of operation.

Input and demand 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 colleagues, excellent rapport with support staff, an ability to deal with the unexpected, resilience and stability in stressful situations, an ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.

The Executive Office Business Operations Specialist supports the Senior Director and the units listed above on business and finance services matters and therefore their work impacts a very broad cross-section of the University, particularly with regard to policy development, implementation, interpretation, and compliance.

DUTIES AND 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 all the units listed above.
• Representing Executive Office units, 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 all Executive Office units.
• 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 Executive Office units. Conduct assessments of and report on compliance of Executive Office units with university and state fiscal and administrative policies.
• Serve as a member of the Executive Office's Financial Transformation Readiness team; attend information sessions; participate in developing FT business workflows, ticketing system, and training specific to Executive Office and its units.
• Work with the Senior Director and Associate Director for Business & Finance to support annual budget planning and analysis and development of annual rate and fee proposals for self-sustaining units and recharge centers.
• Provide direct or back-up support to other members of the EO Business & Finance team on special projects or during a team members' absence within the Executive Office.

Business Policy Guidance and Consultation (30%)

• Advise members of the Executive Office organization on current University, State of Washington, Federal policies and Executive Office best practices; make recommendations and provide guidance on expenditures and spending policies.
• Maintain a high level of professionalism and customer service in managing a high volume of inquiries to the office. Apply independent judgement in coordinating responses or escalating as needed.
• Provide instruction and training to unit staff in business policies and procedures as needed. Keep current on relevant changes to UW central service systems and direct the implementation of new systems into all departments.

NOTE:
This position serves a critical role in the Executive Office's "shared environment" in Workday Finance.

As a result, this position will be expected to quickly come up-to-speed on new and evolving processes, workflows, concepts, and terminology in order to serve as a primary transactor in the system and to serve as key contact for unit members' questions and request for guidance.

Special Projects and Other Duties (10%)

• Proactively identify process improvement opportunities, propose changes, andin collaboration with the wider EOSS teamimplement any subsequent actions

MINIMUM REQUIREMENTS

• Bachelor's degree, preferably in Business, Economics, Public Administration, or closely related field
• Three years of accumulated 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

• Strong analytical skills
• Excellent communication skills, both written and verbal
• Excellent customer service skills
• Strong problem solving skills
• High level of attention to detail and accuracy
• Demonstrating high level of professionalism and judgment

DESIRED QUALIFICATIONS

• Experience working in a financial/administrative capacity in higher education; grants and contract experience at a research university.
• Experience working in a central executive/administrative office.

Application Process:

The application process 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 log into your "My Jobs" page.

If you choose 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.

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