Shared Environment Specialist (Multiple Openings)

University of Washington•Seattle, WA

2d•$54,732 - $73,608

About The Position

The UW School of Medicine (SoM) is the only medical school directly serving the states of Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). The SoM is comprised of 31 basic science and clinical departments and has over $2.2 Billion in revenue and annual expenses in support of its research, educational and clinical activities and programs. The SoM has a total enrollment of over 1,100 medical students, 1,500 students pursuing the Doctor of Medicine degree, 2,700 full time faculty members and over 4,000 staff. The School of Medicine is recruiting for multiple Shared Environment Specialists The Shared Environment Specialist (payroll title: Shared Services Specialist) will work in the new centralized shared environment (service) across the SoM that will be operational July 2023 to coincide with the launch of Workday financial system at UW to support key business processing. This includes purchasing, travel and expense reimbursement, external invoicing, journal vouchers and the grant close out process. Work will be organized in a support service model that is accountable to the 31 Departments and other Deans Office business units for each major business process workstream, which will be organized into smaller working groups dedicated to specific departments or units.

Requirements

Bachelor’s Degree and two years of work experience in fiscal, accounting, or payroll experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Previous experience at the University of Washington's, including grants management, preferably within the School of Medicine.
Customer service orientation and effective interpersonal skills.
Proficient working in a high-volume shared environment.
Ability to work independently, multi-task, and manage competing priorities.
Proven analytic abilities; proactively research and resolve questions, discrepancies, and inconsistencies.
Self-starter with ability to apply good judgment and critical thinking skills and solve problems.
Ability to learn on the fly and to work with ambiguity.
Function independently with minimal supervision.
Strong ability to interpret and apply established policies and procedures.
Ability to identify discrepancies and suggest changes to internal procedures and policies.

Responsibilities

The creation and approval of journal vouchers to support SoM business and reporting processes.
External Invoicing process.
FEC and or grant close-out business processes.
Purchasing (Non-Catalogue / blanket Purchase orders and large or complex purchasing requiring bid process or other complexity).
Travel and reimbursement compliance.
Expertise in completing and approving transactions after compliance review of transactions routed through the Shared Environment.
Look for repetitive errors or issues to share back to local units and or support training to improve accuracy for future transactions.
Serve as business process expert to manage issues and questions raised by local units and to escalate to appropriate central offices or the Shared Environment Supervisor.
Work collaboratively with other shared environment team members and local unit’s staff from assigned departments or units.
Contribute to the development of training materials, standard operating procedures (SOPs), and quality improvement systems.
Other duties as assigned.