Shared Environment Specialist (Multiple Openings)

Job Description

The UW School of Medicine (SoM) is the only medical school directly serving the states of Washington Wyoming Alaska Montana and Idaho (WWAMI). The SoM is comprised of 31 basic science and clinical departments and has over $2.2 Billion in revenue and annual expenses in support of its research educational and clinical activities and programs. The SoM has a total enrollment of over 1100 medical students 1500 students pursuing the Doctor of Medicine degree 2700 full time faculty members and over 4000 staff.

The School of Medicine is recruiting for multiple Shared Environment Specialists

The Shared Environment Specialist (payroll title: Shared Services Specialist) will work in the new centralized shared environment (service) across the SoM that will be operational July 2023 to coincide with the launch of Workday financial system at UW to support key business processing. This includes purchasing travel and expense reimbursement external invoicing journal vouchers and the grant close out process. Work will be organized in a support service model that is accountable to the 31 Departments and other Deans Office business units for each major business process workstream which will be organized into smaller working groups dedicated to specific departments or units.

DUTIES AND RESPONSIBILITIES

Administration 70%

The Shared Environment Specialist will be an expert in performing designated business processes which include:

• The creation and approval of journal vouchers to support SoM business and reporting processes.

• External Invoicing process.

• FEC and or grant close-out business processes.

• Purchasing (Non-Catalogue / blanket Purchase orders and large or complex purchasing requiring bid process or other complexity).

• Travel and reimbursement compliance.

• Other duties as assigned.

Process Improvement and Quality Assurance 30%

• Expertise in completing and approving transactions after compliance review of transactions routed through the Shared Environment.

• Look for repetitive errors or issues to share back to local units and or support training to improve accuracy for future transactions.

• Serve as business process expert to manage issues and questions raised by local units and to escalate to appropriate central offices or the Shared Environment Supervisor.

• Work collaboratively with other shared environment team members and local units staff from assigned departments or units.

• Contribute to the development of training materials standard operating procedures (SOPs) and quality improvement systems.

MINIMUM REQUIREMENTS

• Bachelors Degree and two years of work experience in fiscal accounting or payroll experience.

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

DESIRED QUALIFICATIONS

• Previous experience at the University of Washingtons including grants management preferably within the School of Medicine.

• Customer service orientation and effective interpersonal skills.

• Proficient working in a high-volume shared environment.

• Ability to work independently multi-task and manage competing priorities.

• Proven analytic abilities; proactively research and resolve questions discrepancies and inconsistencies.

• Self-starter with ability to apply good judgment and critical thinking skills and solve problems.

• Ability to learn on the fly and to work with ambiguity. Function independently with minimal supervision.

• Strong ability to interpret and apply established policies and procedures. Ability to identify discrepancies and suggest changes to internal procedures and policies.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 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 or .

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.