"Alerted.org

Req #: 246174

Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY

Appointing Department Web Address: https://hemonc.uw.edu/

Job Location Detail: This is a hybrid role located at the Fred Hutchinson Cancer Center SLU.

Posting Date: 05/27/2025

Closing Info:

Open Until Filled

Salary: $6,500 - $7,672 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-professional-staff-librarians-academic-contract-covered-exempt-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 Department of Medicine: Hematology and Oncology has an outstanding opportunity for a Program Finance Specialist to join their team.** **POSITION PURPOSE

The Program Finance Specialist will analyze and approve faculty and staff payroll for the Division of Hematology and Oncology. This position will lead the analysis of grant and contract processing which includes pre-award and post-award; create, analyze and apply Workday reports related to payroll, spending, revenue recognition, F&A etc., develop training materials and oversee allocations through for complex payroll transactions through the centralized processing system in the Division.

POSITION COMPLEXITIES

The Program Finance Specialist ensures payroll transactions for approximately 430 faculty members and over 250 staff, are processed accurately and in accordance with University, School of Medicine, and outside sponsor policies and procedures including but not limited to NIH, NCI, Foundations etc. They will develop payroll workflows, reports, and perform audits and collaborate with HR and finance staff within the Dean’s Office and Department of Medicine. They will work directly with the University payroll office and other University units on any division-wide process improvement initiatives. This position requires independent judgement and decision making to apply UW policies to develop division procedure and practice and demonstrate accountability for the results of division-wide payroll processing. They will integrate information from multiple sources to ensure that all the requirements of the University and external agencies, institutions and industry are met. They will utilizes SAGE applications, ASR’s, MOD’s, extensions, and Workday reporting and procurement modules.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY

The Division of Hematology and Oncology (HONC), has over 10 sites of practice including but not limited to UWMC, HMC, Fred Hutch Cancer Center, Northwest Hospital, Poulsbo, Issaquah, Evergreen Hospital, Bloodworks NW, Seattle Children’s Hospital, VA and other sites. The Division has over 300 budgets made up of Non Federal Clinical Trials, NIH and other grants, foundations, gifts, surplus, endowments, clinical agreements etc. The successful candidate will be expected to have strong communication and analytical ability. This position plays a key role in developing, implementing, and monitoring of Division policies and procedures to support accuracy of payroll transactions for the Division’s faculty, staff, and trainees.

DUTIES AND RESPONSIBILITIES** **Payroll & Faculty Compensation Analysis (50%)

+ This position will analyze and approve faculty and staff payroll for the Division of Hematology and Oncology which includes approximately 430 faculty and approximately 250 staff.

+ Provide guidance for compliance with all applicable university, school, union, state and federal policies, rules, and regulations related to payroll.

+ Develop, implement, and oversee internal controls for payroll management for Division.

+ Oversee all costing allocations in Workday for faculty pay and communicate costing allocations changes to disease groups ensuring faculty pay is allocated to appropriate budgets.

+ Continuous review of grant and contract requirements to ensure appropriate salary for faculty and staff is charged according to the fully executed agreements.

+ Serve as the Division expert on NIH and other sponsor imposed salary caps and salary restrictions, their application, calculation and continuous review of payroll postings in Workday to evaluate accuracy of allocations.

+ Understand and apply cross school based SOC Work tags.

+ Calculate Post Award Fiscal Compliance (PAFC), collaborating with Management Accounting and Analysis (MAA) to ensure correct salary cap application.

+ Oversee communication, independently initiate and/or direct divisions on corrective action for payroll issues ensuring the Assoc. Administrator of Finance and Research is briefed as appropriate.

+ Independently review and approve the Departmental Payroll Accounting Adjustments (PAA) as they relate to Departmental funds ensuring compliance with salary cap and other compliance issues.

+ Analyze Payroll Accounting Adjustments in the Division and identify issues or staff that need training to reduce the number of PAAs.

+ Implement and conduct audits for the merit and unit adjustment processes.

+ Manage the unit adjustment process for the faculty in the Division, understanding the salary benchmarks and complex calculations.

+ Manage the annual ongoing TPS for covering additional clinical work, Hospitalist/Nocturnist Shift Differentials, and various moonlighting and inpatient lines, ensuring correct costing allocation prior to the payroll deadlines.

+ Independently manage various request from divisions (i.e. guaranteed additional compensation (MAC/SAAC/QAC), Administrative Duty Supplements (ADS)).

+ Audit monthly UWP expense detail ensuring faculty paid through the practice plan are paid accurately.

+ Work with clinical operations team to manage changes in clinical FTE, research FTE, and the corresponding productivity expectation changes.

+ Work with clinical operations team to provide compensation data and answer questions as needed for clinical reporting such as UWP budgeting process, hospital support database and other clinical reporting.

+ Manage and submit LWOP, Reduced Responsibility and other faculty FTE change requests.

+ Develop and perform processes for on-going internal audits or review processes to ensure payroll transactions are processed timely and accurately.

+ Will provide subject matter expert support around payroll for the Division.

+ Regularly run reports and performing detailed analysis.

+ Lead initiatives towards improving payroll operational efficiencies.

+ Lead initiatives towards resolving pertinent issues and challenges with payroll processing.

+ Lead and work collaboratively with HR and payroll staff across the SOM and the University.

+ Lead the effort to collect relevant payroll information from all sources in a timely fashion and ensure continuous communication with all affected parties.

+ Analyze financial systems and processes, and where appropriate, provide and coordinate revisions to those systems and processes. **Grant And Contract Processing and Analysis (25%)** The Division has over 200 grant and contractual agreements.Pre-Award

+ Create and submit complex applications to UW Office of Sponsored Programs through SAGE.

+ Use SAGE Budget to create proposal and award budgets, understanding proposal types, F&A rates, and GCA requirements.

+ Understand and adhere to UW OSP requirements, including GIMs related to institutional deadlines, requirements for submitting applications etc.

+ Receive, review and process through OSP Staff Assignments, JPA’s and other consortium agreements, using SAGE, understanding F&A limitations.

+ Create ASR’s for clinical trial agreements, grants, Staff Assignments, JPA, ensuring correct documentation such as IRB, CTO Summary Review or any other necessary documents and approvals.

+ Create Advance Worktags for all types of agreements.Post-Award

+ Monthly review of grant and contract agreement expenditures and revenue.

+ Establish and control procedures to reconcile Worktags, ensuring correct Fund, Resource, Cost Center etc.

+ Analyze and take corrective action on charges or revenue that is allocated incorrectly, or out of compliance with the agreement.

+ Take corrective action when analysis shows that spending is off course with budget planning.

+ Calculate and analyze limited funding awards to ensure spend down within the open budget period, without going over or under, acknowledging the benefit rate, indirect rate and any other factors.

+ Create external sponsor invoices based on agreements, which along with grants and contracts include clinical agreements between collaborating institutions, administrative agreements with FHCC, HMC, Bloodworks NW etc, and fellow support agreements.

+ Review contract end dates, submit extension requests.

+ Create MOD’s for extensions, contract amendments, and any other reason. Ensure correct documentation, SAGE Budget and other requirements are submitted.

+ Communicate with OSP and GCA to resolve any returns, queries or other reasons for delayed processing.

+ Participate in ECC review and approval processes. **Reporting (25%)**

+ Pull, analyze and understand Workday reports related to payroll, spending, revenue recognition, F&A etc.

+ Prepare financial reports for faculty and disease teams which include grants, clinical trials, gifts, surplus and any other sources of funding.

+ Meet regularly with the Associate Administrator for Finance and Research to discuss disease team funding, identifying areas of concern, such as unfunded gap periods. **Other Duties As Assigned**

+ Continually identify opportunities for improvement or gaps in business processes within the local units/departments and the Shared Environment.

+ This position is expected to perform duties peripheral to payroll, pre and post award grant and contracts, procurement, external invoicing and problem solving. **MINIMUM REQUIREMENTS**

+ Bachelor's degree in Mathematics, Economics, Accounting, Business Administration, Related Field or equivalent experience.

+ A minimum of two years experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** A minimum of two years experience:

+ Faculty salary allocations, including NIH salary cap.

+ Effective and professional oral and written communication skills. Exceptional problem-solving skills. Must be highly organized, service-oriented, flexible and resourceful.

+ Demonstrated competency in working with numbers and advanced proficiency with Microsoft Office, Word, Excel and Power Point.

+ Ability to perform all duties in a manner which demonstrates professionalism and an attitude of cooperation and willingness to be part of a team.

+ Strong Math Skills.

+ Prior experience with Workday and Award Portal. **DESIRED QUALIFICATIONS**

+ Familiarity with UW GIMs.

+ Familiarity with UW F&A applications.

+ Position requires detailed knowledge of University and School of Medicine compensation structures and payroll policies and procedures.

+ Prior experience processing FHCC, SIBCR, VA JPA’s and Staff Assignments, from receipt of award through closeout. **CONDITIONS OF EMPLOYMENT**

+ This is a hybrid position. Successful candidate will be expected to work on site in the FHCC campus and work from home. Work from home days are business need dependent and may change frequently.

+ Fast-paced office environment, with a high volume of often-complex projects.

+ Tasks are deadline driven and require using a computer and telephone for the majority of the day.

+ May require frequently walking to/from other buildings on campus. **Application Process:** The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.\#UWDeptMedicineJobs

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.