Manager of Fiscal Program Operations: Lab Medicine & Pathology Purchasing

University of Washington Medical Center • Seattle, WA

1d • Hybrid

About The Position

The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Manager of Fiscal Program Operations with the Purchasing Team. The Manager of Fiscal Program Operations provides high-level leadership and oversight of all financial, administrative, reimbursement, and inventory-related workflows within the DLMP Purchasing division across both the Medical Centers and SOM. This position ensures the accuracy, compliance, and operational integrity of purchasing-related financial processes, including invoice management, budget and grant alignment, Workday procurement transactions, reimbursement workflows, inventory administration for the Renton facility, and documentation standards required for audit readiness. The Manager leads the Fiscal Specialist and administrative teams, safeguarding DLMP from credit holds, financial discrepancies, compliance risks, and operational delays. Work schedule: 100% FTE Monday – Friday Day shift This position is located in Northgate and will work a hybrid schedule (telework two (2) days or less per week)

Requirements

• Bachelor’s degree in finance, business administration, purchasing, procurement or another related field.
• Minimum of five (5) years of experience in the following areas:
• Progressively responsible leadership in administrative, fiscal, or operational management
• Experience with procurement and invoicing processes
• Proven ability to manage multiple complex projects, meet deadlines, and deliver high quality results in a fast-paced environment
• Exceptional communication skills, with the ability to present information clearly, lead discussions, and translate financial or operational data into actionable insights.
• Demonstrated ability to build productive relationships with customers, stakeholders, and cross-functional partners at all levels.
• Commitment to continuous process improvement and enhancing operational efficiency.
• Proficiency with Microsoft Office Suite, including advanced use of Excel and professional communication tools.

Nice To Haves

• Experience with PurchasePath, Workday, budget management, compliance or audit environments, and operational leadership.

Responsibilities

• Fiscal, Administrative, and Financial Operations Directly supervise Fiscal Specialists and administrative staff across Medical Center and SOM.
• Ensure timely, accurate processing of invoices, credits, match exceptions, receipting, and Workday routing to prevent vendor credit holds and operational disruptions.
• Oversee all reimbursement activities (CTA, travel, conference/food, miscellaneous), ensuring compliance with UW and funding-source rules.
• Resolve complex fiscal issues involving grants, expired budgets, GF/GR corrections, cost-center mismatches, and fiscal year-end activities.
• Manage documentation governance, including DocStar packing slip workflows, MediaLab SOPs, contract records, and audit-ready documentation retention.
• Maintain proper separation of duties for ordering, receiving, invoicing, and inventory activities.
• Generate and interpret financial reporting (spend summaries, vendor activity, invoice aging, budget utilization, grant end-date monitoring).
• Maintain the PurchasePath system, ensuring approval rules and workflows align with laboratory management needs, finance controls, grant requirements, and procurement policies.
• Oversee reconciliation of department-wide FedEx and phone service accounts, ensuring accurate billing, correct budget assignments, and timely resolution of any discrepancies.
• Co-manage the Renton Workday Inventory-to-Procure operation with the Director and Procurement Manager, owning administrative, invoicing, reporting, and audit support for inventory activity, and partnering closely with Finance to resolve inventory-related expense, charge, and accounting issues while addressing downstream impacts to Purchasing and maintaining separation of duties.
• Projects & Additional Responsibilities Lead administrative, financial oversight, and reporting components of Workday Inventory Management for the Renton (Academy) facility.
• Serve as a key departmental resource on the Workday Inventory-to-Procure project for the Renton (SOM) facility, supporting project design, contributing to workflow development, governance, and operational readiness, and assisting with build and implementation activities as needed, including work performed in partnership with external consultants.
• Lead restructuring of staff roles, task alignment, and end-to-end workflows across Purchasing, Inventory, Administrative, and Finance functions to support system implementations, improve efficiency, and provide clear separation of responsibilities.
• Partner closely with Finance during restructuring to remediate expense and charge workflows, resolve systemic issues identified through Purchasing, and ensure downstream impacts are addressed and stabilized.
• Lead department-wide process improvement initiatives across purchasing, inventory, administrative, and financial operations.
• Execute special projects assigned by the Assistant Director of Purchasing.
• Maintain and present SOPs (MediaLab and Workday), supporting audits, inventory expansions, and modernization initiatives.
• Provide regular updates on operational risks, escalations, system issues, and project status.
• Managerial Responsibilities Interview, hire, and orient new leadership staff.
• Hold staff accountable for ensuring training, continual education, and in-service education for staff.
• Evaluate performance and deliver timely performance evaluations; provide fair and immediate feedback regarding job performance for staff.
• Counsel and mentor staff to improve performance; recognize superior performance; develop performance improvement action plans; recommend corrective action as necessary.
• Promote a culture of accountability, service excellence, transparency, and operational reliability.
• Hold staff accountable for ensuring timely performance evaluations and immediate feedback regarding job performance of and correction action for staff.
• Build an environment where everyone is empowered to report areas of concern to management and/or the Department Compliance Officer/Committee.
• Perform corrective actions up to and including termination.
• Financial Governance & Cross-Functional Collaboration Serve as DLMP Purchasing’s primary financial governance liaison across Medical Center and SOM.
• Meet regularly with Finance, Grants Management, Accounts Payable, Supply Chain, and other main stakeholders to ensure aligned, compliant workflows.
• Interpret and apply complex financial rules across multiple funding sources, providing clear guidance to staff and stakeholders.
• Provide strategic financial recommendations to the Assistant Director related to risk management, long-range planning, and operational readiness.
• Represent DLMP Purchasing in cross-unit, departmental, and institution-wide meetings, ensuring Purchasing is viewed as a strategic partner.
• Ability to cover for Procurement manager during periods of absence.

Benefits

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager