Budget and Reporting Analyst

University of Washington Medical Center•Seattle, WA

5d•Hybrid

About The Position

The Division of Hematology and Oncology has an outstanding opportunity for a full-time Budget and Reporting Analyst. This position serves on the central administration team within the Division of Hematology Oncology and is responsible for payroll, compensation, budgeting, and complex financial agreements, including, the various hospital clinical funds flow and agreements. The central administration team provides shared financial, grant, HR, and operations administration across the Division which includes over 400 faculty members, 210 staff members, and 40 contract workers spread across 10 sites of practice including but not limited to UWMC, HMC, Fred Hutch Cancer Center, Northwest Hospital, Poulsbo, Issaquah, Evergreen Hospital, Bloodworks NW, Seattle Children’s Hospital, VA and other sites. This position is responsible for overseeing payroll allocations and compliance across the Division. Reporting to the Associate Administrator of Finance and Research, this position will exercise independent judgment in interpreting and applying institutional, federal and sponsor regulations across the division, and designing and implementing division-wide payroll processes. This position will develop workflows, reports, and training, lead cross-functional teams, and perform audits related to clinical funds flow, ICR, R&T, payroll, spending, revenue recognition, F&A etc., to ensure compliance with policies and procedures and work directly with the Department and School of Medicine on process improvement initiatives. Position Complexities: The Budget and Reporting Analyst requires deep expertise in academic medical center operations, financial and regulatory compliance, and institutional systems. This position ensures payroll allocations for 400 faculty members and over 250 staff, are calculated accurately and in accordance with University, School of Medicine, and outside sponsor policies and procedures including but not limited to NIH, NCI, Foundations etc. Must have thorough understanding of DPA (clinical salary), MAC, SAAC, TPS, ADS, X/Y splits (UW/UWP), Salary Over Cap, Post Award Fiscal Compliance and ECC processes. This position must have thorough knowledge of clinical effort and how clinical salaries are funded by agreements with UWMC, WIC, WABCD, Fred Hutch and several clinical contracts across the USA . They will develop payroll allocation templates and workflows, review grant and clinical trial agreements to ensure accurate allocation and collaborate with HR and finance staff within the Dean’s Office and Department of Medicine. They will work directly with the University payroll office and other University units on any division-wide process improvement initiatives. This position requires independent judgement and decision making to apply UW policies to develop division procedure and practice and demonstrate accountability for the results of division-wide payroll processing. They will integrate information from multiple sources to ensure that all the requirements of the University and external agencies, institutions and industry are met. They will utilize SAGE applications, ASR’s, MOD’s, extensions, and Workday reporting and procurement modules. This is a high level position, the successful candidate will be expected to adapt quickly to the pace and requirements of the Division with minimal direction and supervision, and will need to have competent decision making abilities. Position Dimensions and Impact to the University: The Division of Hematology and Oncology (HemOnc), has over 10 sites of practice including but not limited to UWMC, HMC, Fred Hutch Cancer Center, Northwest Hospital, Poulsbo, Issaquah, Evergreen Hospital, Bloodworks NW, Seattle Children’s Hospital, VA and other sites. The Division has over 500 budgets made up of Non-Federal Clinical Trials, NIH and other grants, foundations, gifts, surplus, endowments, clinical agreements etc. The successful candidate will be expected to have strong communication and analytical ability. This position plays a key role in developing, implementing, and monitoring of Division’s payroll business planning. The scope and scale of this role will have significant financial and reputational implications for the University, particularly as the Division’s funding landscape and clinical affiliations continue to grow in complexity. Misallocation of funds will result in loss of funding, fines to the UW, audits for lack of fiscal controls, and public relations issues.

Requirements

Bachelor's degree in Mathematics, Economics, Accounting, Business Administration, Related Field or equivalent experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
A minimum of four years experience: Faculty salary allocations, including NIH salary cap
Effective and professional oral and written communication skills; exceptional problem-solving skills.
Must be highly organized, service-oriented, flexible and resourceful.
Demonstrated competency in working with numbers and advanced proficiency with Microsoft Office, Word, Excel and Power Point.
Experience managing institutional agreements, clinical funds flow, or cross-institutional faculty compensation at an academic medical center.
Experience guiding or mentoring other administrative professionals
Demonstrated success in designing or leading process improvement initiatives involving finance, payroll or grants administration
Ability to perform all duties in a manner which demonstrates professionalism and an attitude of cooperation and willingness to be part of a team.
Strong Math Skills
Prior experience with Workday and Award Portal

Nice To Haves

Masters Degree in Business Administration, Accounting or related field
Familiarity with UW GIMs.
Familiarity with indirect cost structures and effort reporting in an academic healthcare setting.
In depth knowledge of University and School of Medicine compensation structures and payroll policies and procedures.
Prior experience processing FHCC, SIBCR, VA JPA’s and Staff Assignments, from receipt of award through closeout.

Responsibilities

Payroll Business Planning and Oversight (30%) This position will serve as subject matter expert and oversee complex faculty and staff payroll allocation process for the Division of Hematology Oncology which includes approximately 400 faculty and approximately 250 staff. Examples of complex subjects may include how salaries are charged to grant budgets, salary over the cap restrictions, cross-company salary over the cap processes, direct hospital funding, UWP pay, etc. Ensure compliance with all applicable university, school, union, state and federal policies, rules, and regulations related to payroll administration. Continuously review grant and contract requirements to ensure appropriate salary for faculty and staff is charged according to the fully executed agreements. Develop, implement, and oversee internal controls for payroll management for Division. Manage the contractual invoicing to various stakeholders for faculty additional compensation covering additional inpatient and outpatient clinical work Continually identify opportunities for improvement or gaps in business processes division. Analyze financial systems and processes, and where appropriate, provide and coordinate revisions to those systems and processes.
Grant And Contract Strategy and Compliance (25%) The Division has over 500 grant and contractual agreements. Pre-Award Serve as Divison strategic advisor and operational lead for early pre award submissions, such as CDA’s, MTA’s, DUA’s etc. Ensure successful proposal submission by exercising independent judgment interpreting and applying sponsor, UW, federal, state and industry policies, rules and regulations with grant/contract preparation and implementation. Work with staff in ABC, other campus units, and partner institutions to prepare proposal budgets and compile sponsor-required data for proposals. Post-Award Manage and administer multiple complex budgets including state, federal, university/industry collaborations, industry contracts, subcontracts and endowments. Collaborate with PIs to complete required sponsor reporting such as progress reports and final reports. Interface directly with UW units, partner institutions, funding agencies and subcontractors to handle invoices, expenditures, reimbursements, supplements, extensions, fiscal reporting and effort compliance. Reconcile grant expenditures, develop and maintain comprehensive monthly budget reports that include spending analyses, forecast future needs, and regularly communicate status and provide budgetary updates to principal investigators. Develop long-range forecasts and spending plans. Advise PIs on payroll compliance and budgetary requirements for employees supported by their grants and contracts. Develop systems to track Employee Compensation Compliance (ECC) reports and oversee cost share compliance.
Reporting (20%) Lead process improvements and standardization of financial and research administration reporting across the Division, collaborating with finance managers in the fourteen disease programs Provide regular financial reports and updates to division leadership.
Oversee division financial reporting requirements for Department of Medicine Clinical Funds Flow, FHCC and other Agreements (15%) Work in collaboration with the Department of Medicine, School of Medicine and the hospitals to oversee review, analysis of clinical revenue, ensuring appropriate funds flow related to hospital funding agreements. Conduct complex financial analysis related to clinical revenue funding and spending, develop forecasts and reports, as well as provide Division leadership with historical, forecast and ad-hoc reports Manage non-clinical agreements with partner institutions such as FHCC, Blood Works Northwest, WACBD, VA, and other organizations.
Supervision (5%) Supervise, review and evaluate the work of the Program Operations Specialist ES7. Set clear performance goals and expectations. Provide ongoing coaching and professional development opportunities to support individual growth. Create and manage work schedule, delegate tasks and organize workflow to meet operational deadlines and performance standards. Evaluate employee performance through regular feedback, formal performance reviews and appraisals. Address performance issues promptly and recognize employee achievements. Provide leadership to the Program Operation Specialists within the disease teams, approximately 7. Instruct, mentor and offer guidance regarding operational challenges that may arise. Supervise the procurement and SAGE responsibilities performed by both Fiscal Specialist 2 and the Fiscal Specialist 1 positions. Provide continuous process improvement and review to adapt to the needs of the Division. Opportunities for professional growth for the fiscal staff should be encouraged
Other Duties As Assigned (5%) Continually identify opportunities for improvement or gaps in business processes within the local units/departments and the Shared Environment. This position is expected to perform duties peripheral to payroll, pre and post award grant and contracts, procurement, external invoicing and problem solving.