Program Operations Analyst

University of Washington Medical Center•Seattle, WA

About The Position

Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, analytical, and budgeting functions for the University of Washington, including: Finance & Budget Strategy Institutional Analytics & Decision Support Policy, Planning & State Operations University Business Services The University Controller’s Office (UCO), within the Finance & Budget Strategy Division of Finance, Planning, and Budgeting (FPB), is responsible for enterprise-level accounting for the University of Washington. The Program Operations Analyst plays a key role in the financial management and administration within the institution ensuring the accurate and timely processing of $960 M annually in Letter of Credit draws for federal sponsored awards. The Program Operations Analyst leads, plans, and executes the timely processing of sponsored project reimbursement requests. This entails comprehensively managing and reporting on letter of credit activity and communicating with both campus and sponsors to ensure the University is in compliance with federal cash handling requirements. This position plays a key role in the successful tracking of incoming funds and reconciliation of federal sponsored program activity. This position is responsible for end‑to-end cash management for federal assistance programs, ensuring timely and compliant drawdowns, reconciliations, and reporting under federal regulations. This role serves as the operational nexus among Finance, Grants/Program Offices, and external federal payment systems (e.g., Treasury ASAP, HHS PMS, G5), maintaining strong internal controls, minimizing cash on hand, and safeguarding award funds against misuse or material non‑compliance.

Requirements

Bachelor's degree in Business, Accounting, Finance, Public Administration or related field and two years of experience in accounting, business finance, public administration, or a related field, to include experience preparing, reviewing, or processing Letters of Credit or other financial documentation
Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree
Proficiency in Excel and ERP/financial systems (e.g., Oracle, SAP, Workday, or Dynamics)
Strong analytical, reconciliation, and documentation skills; high attention to detail
Excellent communication, organization, and stakeholder engagement skills to collaborate with Grants, AP/AR, Program Offices, and federal agencies
Demonstrated ability to collaborate with cross-functional teams and foster an inclusive, equitable culture that strengthens stakeholder relationships and supports FPB’s overall environment

Nice To Haves

Experience with Treasury ASAP, HHS PMS, G5 (or similar federal payment systems)
Working knowledge of Uniform Guidance (2 CFR Part 200), cost principles, cash management, and federal reporting (e.g., SF‑425/FFR)
Experience creating SOPs/desk guides and supporting audits

Responsibilities

Cash Management & Drawdowns Lead daily/weekly federal drawdowns and ensure alignment with award terms, budgets, and federal regulations
Optimize drawdown schedules to reduce excess cash and maintain compliance with Uniform Guidance and CMIA
Prepare and validate cash confirmations, resolve transaction issues, and process returns/adjustments
Investigate outstanding drawdown issues and escalate discrepancies to maintain institutional cash flow
Reconciliation & Reporting Reconcile federal drawdowns with sponsored award expenditures and resolve discrepancies
Prepare monthly/quarterly cash activity reports and support audit requirements, including SF‑425/FFR
Identify trends and provide recommendations to strengthen financial accuracy and compliance
Compliance & Internal Controls Maintain internal controls, documentation, and user access oversight for cash management activities
Update practices based on changes to award terms, cost principles, and federal compliance requirements
Develop and maintain SOPs and desk guides; perform control testing and implement improvements
Stakeholder Collaboration Partner with Grants Administration, AP/AR, and Program Managers to validate cash needs and ensure timely reimbursement
Communicate proactively to resolve discrepancies and clarify requirements
Provide training and guidance on federal cash management policies and procedures
Education & Outreach Serve as primary contact with federal payment centers to resolve systemic issues
Create and maintain training resources on drawdown processes and compliance requirements
Promote best practices to strengthen institutional efficiency and consistency
Administration Conduct financial/administrative analysis to support decision‑making and process improvements
Perform special projects and additional duties as needed