Temporary Program Operations Specialist (Multiple Opportunities)

Job Description

The UW Department of Environmental and Occupational Health Sciences (DEOHS) has an outstanding opportunity for Temporary Program Operations Specialist to join their team.

Reporting to DEOHS Assistant Director, the Program Operations Specialist is responsible for managing department finance and appointment details to ensure actions are correct and in compliance, reconciles expenditures, maintains faculty and center budget summary information, and is a lead for department Workday business processes. In addition, the individual in this role will provide sponsored programs support, as well as general fiscal administrative support.  Interpretation and effective communication of federal, state, and university policies and regulations to faculty, staff, post-doctoral fellows, and students is required. 

The salary information provided below is for a full-time, benefits eligible position. The appointment is for 12 months.

Key Responsibilities

Post-Award Finance and Appointment Management (50%)

• Manage and direct processes to monitor, approve, and review expenditures for research budgets and other accounts directly linked to individual faculty members. Establish corrective action plan with faculty and research project leadership to resolve budgetary or compliance discrepancies.

• Collaborate with PIs and research managers to establish budgets for research projects and new initiatives.  Consult with PIs and managers to look across budgets and plan for major financial events such as new hires, separations, intensive research studies, or equipment purchases and adjust projections and analysis accordingly.

• Establish and monitor complex faculty and staff appointment details and costing allocations using Workday. 

• Monitor payroll activity to ensure that salary allocations are in compliance with UW and sponsor regulations. Run payroll reports in Workday for reconciliation each pay period. Ensure that other staff responsible for completing Workday business processes have accurate and complete appointment and budget details.  Perform expense transfers as needed.

• Partner with the department HR Team for all FTE changes, student employment matters, faculty-related changes, compensation changes, terminations and leave of absence related entries in Workday.

• Establish and maintain account management procedures including preparation and approval of monthly budget reports and ensure accurate monthly reconciliation of expenditures with UW accounting systems such as Workday and relevant grant award requirements.

• Track and report cost share committed to funded projects.

• Set up and manage fee-for-service agreements, including budget tracking and invoicing customers in Workday

 

Pre-Award Grant and Contract Administration (20%)

• Work with DEOHS faculty, other campus units, and collaborative/subcontract institutions to prepare complex proposal budgets and compile sponsored required data/documentation for grant proposals.

• Ensure successful proposal submission and ensure compliance by exercising judgement interpreting and applying sponsor, UW, federal and state policies, rules and regulations with grant/contract preparation and implementation.

• Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to; create all administrative proposal documents, upload all proposal documents via sponsor websites, and obtain verification of successful application transmittal to sponsor.

Sponsored Programs Support (25%)

• Monitor and manage compliance for assigned faculty group with Faculty Effort Statements and Project Statements for sponsored research through UW ECC. Ensure compliance with effort reporting requirements.

• Review non-salary transactions on grants and contracts, as well as individual faculty accounts for compliance.

• Monitor subcontracts, route invoices to PIs for approval, and process in UW systems.

• Actively participate in internal and external audits, responding directly to auditor’s questions and requests for information.

• Respond to requests from sponsors, either directly or by routing to OSP for AOR sign off

• Draft and submit prior approval requests and other post award change requests

General Administration (5%)

• Attend monthly MRAM meetings and other meetings or trainings related to Workday or grants management, and serve as department focal for Workday questions and issues.

• Partner with AHR and HR Managers, and DEOHS business team to improve documentation of Workday business processes and workflows. 

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelor’s degree in business administration, finance, public administration, or related field.

• Two or more years of progressively responsible experience in research administration, grant management, or financial management.

Preferred Qualifications

• Experience managing post-award activities in an academic or healthcare research environment.

• Demonstrated knowledge of federal regulations (e.g., Uniform Guidance), UW policies, and sponsor requirements.

• Strong financial analysis, forecasting, and reconciliation skills.

• Experience with Workday Finance, UW SAGE, Award Portal, eRA Commons, and ASSIST or similar enterprise financial systems.

• Excellent written and verbal communication skills.

• Ability to work independently and exercise sound judgment in complex situations.

• Strong organizational and time management skills with the ability to prioritize competing deadlines.

• High level of accuracy, attention to detail, and accountability.

• Commitment to continuous process improvement and customer service excellence.

• Ability to build collaborative partnerships with faculty, staff, and central offices.

Compensation, Benefits and Position Details

Pay Range Minimum:

$70,008.00 annual

Pay Range Maximum:

$80,004.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a temporary position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.