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Req #: 248059

Department: FINANCE, PLANNING, AND BUDGETING

Job Location Detail: Hybrid available- onsite 3 times a week

Posting Date: 07/24/2025

Closing Info:

Closes On 07/31/2025

Salary: $5,810 - $8,105 per month

Limited Recruitment: **Open to Department employees only**

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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_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 bring their positive energy and creative problem-solving skills to their work and are dedicated to building stronger minds and a healthier world. UW is Committed to attracting and retaining a diverse staff, your experiences, perspectives, and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, and budgeting functions for the University of Washington, including:

• Finance & Budget Strategy

• Institutional Analytics & Data Support

• Policy, Planning & State Operations

• University Business Services

FPB Shared Services: Finance, Research Compliance & Operations, and Management Accounting & Analysis

Under the general direction of the Assistant Director of FPB Shared Services, the Program Operations Specialist manages and administers a broad range of business operations supporting finance, compliance, and analytical functions. This position requires independent judgment, initiative, discretion, organizational and communication skills, and a deep understanding of shared services functions to support internal operations and promote collaboration across teams.

The Program Operations Specialist supports multiple functional areas within Finance, Planning and Budgeting and serves as a key resource in managing operational tasks, records, data integrity, and business process management. The individual in this role must develop a working knowledge of unit-wide operations and responsibilities and maintain a high degree of professionalism and discretion due to the unit's strategic and compliance-related functions.

Duties & Responsibilities:** **Operational Management

• Manage core operational processes, including drafting communications, coordinating meetings, facilitating stakeholder interactions, and maintaining business documentation such as; contract administration, records and retention management, and overseeing access to shared systems such as SharePoint and group email accounts

• Serve as project manager for initiatives across FPB Shared Services, Research Compliance & Operations, and Management Accounting & Analysis; administrative initiatives; develop timelines, track milestones, and manage deliverables

• Organize and prepare materials for internal and external meetings, audits, and reviews; track the flow of documentation and ensure proper retention

• Handle scheduling and meeting logistics, including coordinating agendas, materials, and follow-up actions

• Triage and respond to incoming inquiries; escalate or assign tasks based on content and operational relevance

• Oversee onboarding and UW systems coordination for new hires; ensure access to relevant systems and processes

• Coordinate building and facilities operations for the Gateway location, serving as the primary point of contact for facility-related needs. Responsibilities include managing service tickets, liaising with vendors, ordering supplies (e.g., office supplies), and maintaining shared office resources such as lockers, keys, and workspace maps, and reservation technology

• Lead safety initiatives by coordinating fire drills, participating in the safety committee, and addressing security concerns

• Oversee operational logistics including printer maintenance, shred bin requests, and general workspace upkeep

• Provide operational support for GCA functions, including tracking attendance, maintaining internal records, processing invoices (printing, folding, mailing, and supply ordering), overseeing paper-file archives and supporting digital transition efforts

• Manage financial logistics such as logging and transferring received checks, signing for bank deposit slip bags, and handling incoming mail with timely distribution and follow-up

Data and Information Management

• Maintain data integrity across shared services systems through regular auditing and quality checks

• Manage and organize files, records, and databases related to finance, research compliance, and business operations

• Track and manage compliance documentation and ensure alignment with records retention schedules and audit-readiness requirements

• Track and manage training records, compliance reviewer for professional development requests including a financial component

• Serve as the DocuSign, ASTRA, Workday security Administrator as a Primary or Backup maintaining staff profiles setting up new staff and deactivating former staff, create forms and templates as needed

• Review of financial transaction history across multiple financial platforms

Special Projects and Collaboration

• Lead or support special projects aligned with FPB Shared Services’ goals and the broader mission of Finance, Planning and Budgeting

• Develop collaborative relationships across campus with departments, administrative offices, and service units

• Manage multiple projects with varying timelines and resource demands

• Unit, department, and/or division online page updates

• Perform other duties as assigned

Requirements:

Bachelor’s degree and at least 3 years of professional experience

Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree

Proficiency with business software tools and platforms, including databases, spreadsheets, and Microsoft Office; willingness to learn new systems

Excellent organizational, analytical, and time-management skills; ability to manage competing priorities with minimal supervision

Demonstrated experience in process improvement, operational planning, or compliance support

Excellent communication skills, both written and oral, with attention to detail and accuracy

Ability to maintain absolute confidentiality and handle sensitive information with discretion and professionalism

Collaborative mindset with the ability to interact with stakeholders at all levels of the organization

Ability to work effectively in a high-paced, deadline-driven environment while maintaining accuracy

Demonstrated experience in working with diverse groups, stakeholders, and teams; collaborative, inclusive, and service-oriented style and the ability to foster a culture of excellence, accountability, and teamwork

Desired:

Drupal experience

Formal Accounting education/experience

Experience using GAAP and GABS principles and best practices

**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 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.

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.