Manager of Fiscal Program Operations Lab Medicine & Pathology Purchasing

Job Description

Who were looking for:

The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle WA has a fantastic opportunity for a Manager of Fiscal Program Operations with the Purchasing Team.

The Manager of Fiscal Program Operations provides high-level leadership and oversight of all financial administrative reimbursement and inventory-related workflows within the DLMP Purchasing division across both the Medical Centers and SOM. This position ensures the accuracy compliance and operational integrity of purchasing-related financial processes including invoice management budget and grant alignment Workday procurement transactions reimbursement workflows inventory administration for the Renton facility and documentation standards required for audit readiness. The Manager leads the Fiscal Specialist and administrative teams safeguarding DLMP from credit holds financial discrepancies compliance risks and operational delays.

Work schedule:

• 100% FTE
• Monday Friday
• Day shift
• This position is located in Northgate and will work a hybrid schedule (telework two (2) days or less per week)

What youll contribute:

Fiscal Administrative and Financial Operations

• Directly supervise Fiscal Specialists and administrative staff across Medical Center and SOM.
• Ensure timely accurate processing of invoices credits match exceptions receipting and Workday routing to prevent vendor credit holds and operational disruptions.
• Oversee all reimbursement activities (CTA travel conference/food miscellaneous) ensuring compliance with UW and funding-source rules.
• Resolve complex fiscal issues involving grants expired budgets GF/GR corrections cost-center mismatches and fiscal year-end activities.
• Manage documentation governance including DocStar packing slip workflows MediaLab SOPs contract records and audit-ready documentation retention.
• Maintain proper separation of duties for ordering receiving invoicing and inventory activities.
• Generate and interpret financial reporting (spend summaries vendor activity invoice aging budget utilization grant end-date monitoring).
• Maintain the PurchasePath system ensuring approval rules and workflows align with laboratory management needs finance controls grant requirements and procurement policies.
• Oversee reconciliation of department-wide FedEx and phone service accounts ensuring accurate billing correct budget assignments and timely resolution of any discrepancies.
• Co-manage the Renton Workday Inventory-to-Procure operation with the Director and Procurement Manager owning administrative invoicing reporting and audit support for inventory activity and partnering closely with Finance to resolve inventory-related expense charge and accounting issues while addressing downstream impacts to Purchasing and maintaining separation of duties.

Projects & Additional Responsibilities

• Lead administrative financial oversight and reporting components of Workday Inventory Management for the Renton (Academy) facility.
• Serve as a key departmental resource on the Workday Inventory-to-Procure project for the Renton (SOM) facility supporting project design contributing to workflow development governance and operational readiness and assisting with build and implementation activities as needed including work performed in partnership with external consultants.
• Lead restructuring of staff roles task alignment and end-to-end workflows across Purchasing Inventory Administrative and Finance functions to support system implementations improve efficiency and provide clear separation of responsibilities.
• Partner closely with Finance during restructuring to remediate expense and charge workflows resolve systemic issues identified through Purchasing and ensure downstream impacts are addressed and stabilized.
• Lead department-wide process improvement initiatives across purchasing inventory administrative and financial operations.
• Execute special projects assigned by the Assistant Director of Purchasing.
• Maintain and present SOPs (MediaLab and Workday) supporting audits inventory expansions and modernization initiatives.
• Provide regular updates on operational risks escalations system issues and project status.

Managerial Responsibilities

• Interview hire and orient new leadership staff.
• Hold staff accountable for ensuring training continual education and in-service education for staff.
• Evaluate performance and deliver timely performance evaluations; provide fair and immediate feedback regarding job performance for staff.
• Counsel and mentor staff to improve performance; recognize superior performance; develop performance improvement action plans; recommend corrective action as necessary.
• Promote a culture of accountability service excellence transparency and operational reliability.
• Hold staff accountable for ensuring timely performance evaluations and immediate feedback regarding job performance of and correction action for staff.
• Build an environment where everyone is empowered to report areas of concern to management and/or the Department Compliance Officer/Committee.
• Perform corrective actions up to and including termination.

Financial Governance & Cross-Functional Collaboration

• Serve as DLMP Purchasings primary financial governance liaison across Medical Center and SOM.
• Meet regularly with Finance Grants Management Accounts Payable Supply Chain and other main stakeholders to ensure aligned compliant workflows.
• Interpret and apply complex financial rules across multiple funding sources providing clear guidance to staff and stakeholders.
• Provide strategic financial recommendations to the Assistant Director related to risk management long-range planning and operational readiness.
• Represent DLMP Purchasing in cross-unit departmental and institution-wide meetings ensuring Purchasing is viewed as a strategic partner.
• Ability to cover for Procurement manager during periods of absence.

What youll need:

• Bachelors degree in finance business administration purchasing procurement or another related field.
• Minimum of five (5) years of experience in the following areas:
  • Progressively responsible leadership in administrative fiscal or operational management
  • Experience with procurement and invoicing processes
  • Proven ability to manage multiple complex projects meet deadlines and deliver high quality results in a fast-paced environment
  • Exceptional communication skills with the ability to present information clearly lead discussions and translate financial or operational data into actionable insights.
  • Demonstrated ability to build productive relationships with customers stakeholders and cross-functional partners at all levels.
  • Commitment to continuous process improvement and enhancing operational efficiency.
  • Proficiency with Microsoft Office Suite including advanced use of Excel and professional communication tools.

Desired qualifications:

• Experience with PurchasePath Workday budget management compliance or audit environments and operational leadership.

What we offer:

• Vacation time and sick time off that accrue monthly including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare dental disability retirement and other plan options.
• Lots of free fantastic fitness healthy eating finance and stress reduction classes offered through the Whole U.
• And much more!

About the Department of Laboratory Medicine & Pathology:

A regional resource for clinical laboratory services required for innovative patient care research and educational programs the Department of Laboratory Medicine & Pathology at UW Medicine combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training world-class research initiatives and a commitment to community service we serve labs and medical facilities both nationally and internationally.

Please visit our website to learn more about our department.

About UW Medicine:

UW Medicine is Washingtons only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicines mission is to improve the health of the public by advancing medical knowledge providing outstanding primary and specialty care to the people of the region and preparing tomorrows physicians scientists and other health professionals.

All across UW Medicine our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful welcoming environment where every patient family student and colleague is valued and honored. Nearly 29000 healthcare professionals researchers and educators work in the UW Medicine family of organizations that include Harborview Medical Center UW Medical Center - Montlake UW Medical Center - Northwest Valley Medical Center UW Medicine Primary Care UW Physicians UW School of Medicine and Airlift Northwest.

Become part of our team. Join our mission to make life healthier for everyone in our community.

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.