Job Information
University of Washington GRANT PROCUREMENT SPECIALIST in Seattle, Washington
Req #: 240624
Department: SCHOOL OF IAS
Appointing Department Web Address: https://www.uwb.edu/ias/
Job Location Detail: remote work arrangement (3 days or more/week)
Posting Date: 11/22/2024
Closing Info: Closes On 11/29/2024
Salary: $4,216 - $5,667 per month
Limited Recruitment: Open to UW 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_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 Interdisciplinary Arts and Sciences (IAS) has an outstanding opportunity for a Fiscal Specialist 2 (NE S SEIU 925 Non Supv) to join their team.
This is a grant funded position and will not continue beyond three years. The continuation of this position beyond three years is contingent upon future funding.
Under general direction of the Administrator for the School of Interdisciplinary Arts and Sciences (IAS), the Grant Procurement Specialist is responsible for reviewing, coordinating, and processing procurement, payments, purchases and travel for IAS faculty principal investigators (PIs) on projects funded by external grants. This position is part of the IAS Operations Team, which provides services and support for faculty members with their teaching and research. This position holds complex and varied fiscal and procurement responsibilities, including small purchases, miscellaneous payments to individuals, reconciliation, vendor invoices, and coordination among faculty PIs, IAS Operations, UWB Fiscal and Audit Services, and UWB Office of Sponsored Research staff. This position will assist the Administrator and Operations Supervisor with process improvements for supporting and assisting with requests and transactions to support faculty members (principal investigators) with grant-funded research projects. The successful candidate will proactively develop and apply knowledge and administration of public and private grants (post-award), and UW and UWB procurement policies and best practices, in IAS. The Grant Procurement Specialist will need to maintain strict confidentiality; be accurate and detail oriented in their work; comply with UW, UWB and IAS policies; communicate professionally via email, in the UW Connect ticketing system, in-person and in meetings, with a customer service focus; coordinate, communicate, and collaborate with IAS staff, faculty, and UWB colleagues. This role will support the Washington Prison History Project (0.5 FTE) and other grants in the sciences and humanities (0.5 FTE).
DUTIES AND RESPONSIBILITIES
Assist faculty principal investigators (PIs) and grant project staff with purchasing/procurement (such as food, supplies, equipment, services), and payments to individuals (such as services fees), in coordination with the IAS Operations team.
Participate in IAS Operations meetings as required, serving as a liaison with grant PIs and project staff on matters related to procurement, including purchasing, payments, travel, and other fiscal matters.
Process grant-funded miscellaneous payments to individuals and non-PO invoices using Workday, as required.
Make grant-funded small purchases using the Workday catalog and Procard, and meet all compliance and documentation requirements, including signed food approval forms as appropriate. Meet monthly deadlines for Procard reconciliation.
Assist PIs and grant project staff to submit grant-funded pre-travel approval forms, travel and non-travel reimbursement claims for processing by the IAS point-of-contact with UWB Fiscal and Audit Services. Review PI and grant project staff pre-travel and food approval forms for completeness and compliance.
Allocate grant-funded expenditures to proper funding sources; add use tax, when required.
Assist the faculty PIs with grant expense tracking, review of grant budget reports (provided by the UWB Office of Sponsored Research) and UW-required Employee Effort Certification. Assist PIs with budget reports to funders.
Ensure up-to-date knowledge on Procurement and Workday Security roles through required UW training, as assigned. Seek guidance from IAS Administrator and Budget/Fiscal Analyst, UWB Fiscal & Audit Services, and UWB Office of Sponsored Research on recommended purchase methods and compliance.
Comply with state, institutional, campus, departmental and granting agency policies and requirements.
Assist the Administrator and Budget Fiscal Analyst to communicate policies and procedures for grant-related purchasing and payments to faculty PIs and grant project staff members.Other Fiscal Duties
Contribute to implementation of UW, UWB and IAS systems and procedures, including Workday Finance and UW Connect service management system. Provide consultation to faculty PIs and grant project staff on systems, processes, and procedures, as needed.
Apply knowledge of UW policies and processes related to procurement/purchasing, payments, travel, audit trails and internal controls to grant procurement and fiscal matters.
Apply policies and solve problems as they arise, and elevate complex requests, in consultation with IAS Administrator and Operations Team members as needed.
Communicate in a timely and professional manner via the UW Connect service management system to provide status updates on transactions, request required information or documentation, and to set meetings when needed.
Model continuous improvement, by offering ideas to identify and implement operational process efficiencies.
Assist IAS Administrator and Budget/Fiscal Analyst with the compilation of data for internal and external audits.
Attend IAS staff meetings as required.
Perform other duties as required. MINIMUM REQUIREMENTS
Three years of experience providing administrative support in the area of fiscal and/or business management, or equivalent education/experience. ADDITIONAL REQUIREMENTS
Computer literacy including proficiency in Microsoft Office Suite. Strong skills in Excel.
Strong written and verbal communication skills, with the ability to with others in a diverse, multicultural environment.
Excellent organizational skills, accuracy, and attention to detail.
Ability to work in a high-volume environment, manage multiple priorities, take initiative, and use independent judgment.
Ability to work with a diverse constituency. Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.
Experience working with remote processes.
Ability to function independently, as well as collaboratively as a motivated, enthusiastic member of a diverse team committed to providing excellent customer service.
Strong analytical skills.
Ability to communicate clearly and effectively both orally and in writing in a professional manner.
Ability to prioritize work and manage a changing workload with frequent interruptions.
Excellent organizational skills and meticulous attention to accuracy and detail.
Ability to contribute to continuous quality improvement in a collaborative environment.
Ability to maintain confidentiality and sensitivity. DESIRED QUALIFICATIONS
Experience with UW systems, including Workday Finance and UW Connect.
Experience with Adobe Acrobat Pro and SharePoint.
Knowledge of higher education and/or public agency procurement, audit trail, and internal control policies and best practices, and applicable laws and regulations.
Experience working in partnership with community organizations.
Experience working with people who are incarcerated.
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.