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Req #: 245363

Department: SCHOOL OF LAW

Appointing Department Web Address: https://www.law.uw.edu/

Job Location Detail: Location: William H. Gates Hall, Seattle Campus Telework: up to 2 days remote per week after initial training period

Posting Date: 04/21/2025

Closing Info:

Closes On 05/05/2025

Salary: $4,541 - $6,107 per month

Shift: First Shift

Notes:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The School of Law has an outstanding opportunity for a Shared Services Analyst (NE S SEIU 925 Non Supv) to join their team.

Under general direction and in collaboration with School of Law staff, the Shared Services Analyst will apply technical and policy expertise to review complex transactions in support of constituent business needs. These may include miscellaneous payments to University visitors; travel and expense reimbursements; salary and other expense transfers; Faculty Effort Certifications; grant close-out and month-end close; journal entries; hiring, compensation adjustments, academic personnel actions, leave set-up and monitoring; and other tasks as determined by shared services leadership. Collaborate with shared services colleagues in the development and application of tools, workflows, and policies that support customer service, efficiency, and compliance goals. Develop onboarding and training materials for shared services staff and/or School of Law staff. Evaluate customer service, compliance, and efficiency data to identify trends, successes and challenges. Gather and analyze workload and volume data to recommend improvement initiatives to shared services colleagues and leadership/governance.

The Shared Services Analyst will establish and maintain comprehensive processes and policies as well as help to manage purchasing and payment requests, provide support to faculty, staff, and students and review documents to ensure compliance. They will also maintain and analyze payroll data, ensure the data’s alignment between systems for accuracy from forecast development through actuals reconciliation for budgets related to grant, contract, state and program funding of research, teaching, community service, and all other School and Library activities. In addition, this position will be an integral part of the school’s Business Office which is a central shared services group for the School of Law.

The person in this position must use independent judgement, think critically, and pay very close attention to details. Excellent customer service, problem-solving teamwork, and the ability to quickly learn and continually optimize systems and processes are all critical to success in this position. This position has a high degree of contact with both people and information. This position reports to the Director of Finance.

**DUTIES AND RESPONSIBILITIES** Procurement and Payments 50%

+ Coordinate purchase of goods and service for the department(s) faculty, staff and students using a variety of methods including ProCard and Workday.

+ Communicate clearly and serve as a liaison between UW Procurement Services, buyers, vendors, and purchasing faculty, staff, or students. Maintain open lines of communication and provide regular updates as needed.

+ Reconcile purchases and orders in Workday to verify shipments are received correctly and invoices are paid in a timely fashion, assist new suppliers with registration process through completion.

+ Correspond with suppliers to obtain correct quotes and act as department liaison between vendor and campus buyer, directly enter transactions for order placement.

+ Act as liaison with UW departments and external suppliers to develop procurement "process partner" relationships.

+ Reconcile ProCard and CTA accounts. Assign and verify correct worktags for each expenditure while ensuring that internal controls are followed and that there is a comprehensive audit trail.

+ Serve as subject matter expert for questions related to policies and procedures for procurement, travel, and records maintenance.

+ Investigate any compliance or other problems and recommend the best course of action for proper budget allocations, categories and Worktag coding, reviewing with team leaders as necessary.Payroll Support 30%

+ Manage Payroll Cost Allocation; Initiate functions within Workday for the School including updates to payroll information for faculty, staff, students and hourly employees; enter related payments as needed.

+ Prepare specialized payroll reports and analyze and reconcile discrepancies between systems by worktag, correcting errors and recommending process changes to eliminate sources of error.

+ Conduct comparisons of planned payroll expenditures against actual expenditures for student workers and hourly employees and identify potential corrective actions.

+ Develop, modify, and maintain fiscal and payroll policies, processes and related forms and reference materials on School Intranet to address School needs and improve efficiency.General Fiscal Management and Process Improvement 20%

+ Continually review processes to ensure conformance to university and sponsor policies for fiscal compliance and make recommendations for changes, such as new policies, audit requirements, or business practices.

+ Apply knowledge of accounts, data flow, audit trails, and internal controls to analyze, recommend improvements to, and implement financial processes, policies, and record-keeping systems.

+ Manage and maintain school’s annual contract and accounts.

+ Manage Department key deposit account and prepare and verify cash deposits to revenue accounts.

+ Act as backup for colleagues as workload demands, including providing salary and benefits estimates for use in grant budgets; re-budgeting Payroll Accounting Adjustments (PAAs); entering PAAs.

+ Collaborate with peers and supervisor to learn from or suggest better practices to support efficiency gains, quality improvements, employee, and customer satisfaction.Other duties as assigned. **MINIMUM REQUIREMENTS**

+ A Bachelor’s Degree and two years of work experience providing customer service in a HR, payroll, procurement and/or finance business unit, or equivalent combination of education/experience. **DESIRED QUALIFICATIONS**

+ Ability to work with diverse people with tact and diplomacy, applying good judgment, critical thinking, discretion, and sensitivity.

+ Ability to communicate complex issues with a focus on solutions.

+ Skilled in remote collaboration yet able to thrive independently, handling frequent task shifts.

+ Highly motivated to efficiently navigate multiple system interfaces and resolve outstanding issues.

+ Ability to quickly identify the most efficient solution for individual tasks, or next steps to resolve problems.

+ Intermediate to advanced experience using the following UW systems/software:o Workday.o ProCard PaymentNet or other credit card payment administrative interface.o UWConnect or other issue-ticketing system for coordinated and efficient response.o MyFinancialDesktop or other budgeting system.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.