Financial Operations & Budget Supervisor

University of Washington•Campus, IL

34d

About The Position

The Department of Medicine has an outstanding opportunity for a Financial Operations & Budget Supervisor on their central finance team! The Financial Operations & Budget Supervisor plays a vital role in supporting the Department of Medicine's financial health and strategic goals. This position is responsible for delivering accurate financial analysis, reporting, budgeting and forecasting across a complex portfolio of funding sources. Working under the direction of the Administrator of Financial Operations, the analyst ensures effective budget management, monthly financial reporting and budget to actual reporting across divisions, central offices and entire Department as well as oversees day-to-day fiscal operations in role of supervisor for two fiscal specialists. The role will support new functions to manage both divisional and department budgeting and budget to actual reporting with implementation of new Adaptive budgeting system within Workday starting in FY26. The role will also support maintaining and updating the Financial Data Model (FDM) standards required in Workday and will be responsible to maintain consistency and develop new best practices across the 11 divisions and central administrative units. The role will also support process improvement initiatives across the Department and supports leadership with data-driven insights to guide decision-making. This is a key position for maintaining financial integrity and operational excellence in the largest department within the School of Medicine and will be required to lead, work with, and be point of contact for each of the 11 Divisions finance managers in each of the Division. The Department of Medicine is the largest department in the School of Medicine (SOM) with over 3,900 staff, faculty, trainees and students and an annual budget of approximately $600M consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of twelve subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology & Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area. This role involves managing complex funding streams, including state, RCR, R&T, gifts, and endowments, while ensuring compliance and fiscal responsibility. It requires collaboration across the departments eleven divisions to develop budgets, monitor reserves, and support capital projects. The analyst also oversees the financial operations of Departments central administrative units via supervision of two fiscal specialist 2 staff. A key complexity lies in balancing high-level financial strategy with hands on operational tasks, including supervising staff and improving financial processes. The position demands strong analytical skills, attention to detail, and the ability to navigate multiple financial systems. The UW Department of Medicine (DOM) is recognized nationally and internationally for excellence in clinical care, research, and education. As the largest and most complex department within the School of Medicine, accounting for approximately one-third of its employees and annual revenue, the DOM plays a critical role in the university's mission. Within this context, the Financial Analyst holds a key position, directly supporting departmental leadership by managing multimillion-dollar budgets, diverse funding sources, and financial operations across multiple divisions. This role ensures alignment with UW's financial systems (e.g., Workday), policies, and strategic objectives. The analyst also safeguards the financial integrity of self-sustaining operations and capital projects, contributing to the department's long-term sustainability. By bridging departmental needs with institutional standards, this position is essential to the operational success of the DOM and the broader goals of the University of Washington.

Requirements

A Bachelor's degree in Business Administration, Accounting, or related field
Five years of experience in administration of departmental financial processes and systems, or equivalent combination of education/experience.
Relevant on-line application experience required.
Knowledge of UW policies, regulations, and institutional/state accounting and/or budget procedures highly desirable.

Nice To Haves

At least 4-5 years of progressively responsible experience in financial analysis, budgeting, or accounting within a healthcare, higher education, finance or related environment at a diverse, complex, multi-faceted organization.
Demonstrated ability to perform complex financial analysis and forecasting.
Strong problem-solving skills and attention to detail.
Strong knowledge of financial principles, fund accounting, and budget management.
Experience managing complex budgets with multiple funding sources (e.g., state, RCR, R&T, gifts, endowments).
Proficiency with financial systems and tools (e.g., Workday, Excel, database reporting tools).
Ability to extract, analyze, and interpret financial data from multiple systems.
Excellent written and verbal communication skills.
Ability to work collaboratively with diverse stakeholders, including leadership, faculty, and administrative staff.
Experience leading or contributing to process improvement initiatives.
Ability to manage multiple priorities and meet deadlines in a dynamic environment.

Responsibilities

Oversee and manage Budget preparation (utilizing Adaptive tool within Workday) and Reporting on Budget to actual results within Workday.
Support current quarterly Divisional reporting. Requires quarterly Division Dashboard, generating standard reports, analysis and assessment of the YTD budget to actual results.
Lead the generation, utilization, and continuous improvement of standardized Workday financial reports across all Divisions to ensure consistency and accuracy. Support the development and maintenance of Divisional Dashboards.
Conduct quarterly financial analysis by Division, including: Year-to-date (YTD) comparison of operational expenditures versus available funding; Identification and follow-up on budget deficits; Detailed analysis of: Gifts (via Gift Report), Commitments (via Stand-Alone Grant Worktags Report), Programs (via Program Worktags Report).
Support Department review and analysis of Divisional YTD results on dashboard as well as status of reserves, venture capital balances, commitments and other key metrics the Department monitors for each Division.
Manage the Departments commitment process for approving and tracking funding initiatives to Divisions by the Department.
Manage and report all financial allocations of state, RCR, R&T and process monthly allocation to divisions.
Manage and review monthly financial reports for central administrative units, including variance analysis against budget and investigation of significant discrepancies.
Support current quarterly Central Unit reporting. Requires quarterly review of results and analysis. Includes generating standard detailed reports to analysis and assess YTD budget to actual results.
Support Finance Administrator in preparation and analysis of the Department wide Dashboard. Will include financial analysis and assessment of the results to understand impact of YTD actual results vs. Budget.
Reviewing and approving FDM changes and requests.
Evaluating and implementing best practices for FDM, data hierarchy, and best practices for FDM and Reporting across divisions and Department.
Provide ongoing oversight and support to Division finance team leaders in the use of the Financial Data Model (FDM) and quarterly financial reporting processes.
Provide financial planning, support, analysis and decision support to the Department.
Communicate various monthly, quarterly, and annual financial reports distributed to DOM leadership and other stakeholders to support strategic planning and decision making.
Provide guidance, expert knowledge, and liaise as the primary finance contact for the School, training programs for GME Finance, Collective Bargaining Agreement transactions and reporting, Medicine Student Programs, Seattle Based Internal Medicine Residency and Boise based Internal Medicine Residency, and Naivasha Kenya based inter-disciplinary training rotations.
Continue to look for opportunities to create efficiencies and best practices across the Department.
Identify, lead and participate in financial process improvement projects impacting Finance & Operations within DOM.
Provide leadership and project management support for key departmental initiatives.
Analyze findings, identify improvement areas, and pursue more efficient methods and processes.
Design and develop communication materials and online forms to support the rollout of new processes.
Serve as backup to the Administrator of Financial Operations during their absence.
Perform other duties as assigned on a project or as-needed basis.
Supervise the Central Office fiscal staff to ensure they are working effectively to complete necessary office day-to-day financial operational work.
Direct staff responsible for critical financial processes, including high-volume expense and travel reimbursements, procurement, and support for Rheumatology Divisions.
Review and approve/verify ProCard transactions for CTA and central administrative staff to ensure compliance and proper documentation by fiscal team.
Proactively navigate shifting priorities and support needs for the central admin units to ensure effective operational support by the fiscal team.
Monitor adherence to institutional financial policies and procedures; address and resolve issues as they arise to maintain operational integrity.
Promotes operating efficiency and identifies system gaps and bottlenecks to better streamline program processes; independently initiates proposals for corrective action.
Creates tools and metrics to track and manage staff efficiency and utilization and support implementing process improvements for the fiscal team.