Finance And Administration Manager

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 Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA's major activities include:
•Initiating and supporting scholarly research on global issues across campus units and departments, disseminating information about relevant faculty expertise, funding opportunities, and institutional ties abroad.
•Providing a portal through which external stakeholders - including business leaders, representatives of local, regional, and national government, NGO activists, international alumni, and ethnic and cultural affinity communities- can learn about and participate in campus activities and resources.
•Serving as a central guide and resource for developing and successfully implementingstudy abroad program, collaboration with international scholars, the conduct of global research, and the design and nurturing of foreign institutional partnerships.
•Supporting UW community members in planning and carrying out UW's international scholarship and business in a safe, productive manner.
To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.
The Finance & Administration Manager is a member of the Office of Global Affairs Finance & Administration team. The F&A Manager is assigned primarily to provide FINANCE AND ADMINISTRATION guidance and budget management to the UW Study Abroad (UWSA), focusing on the oversight and execution of all financial activities for UWSA.
RESPONSIBILITIES:
Under the general supervision of the Associate Vice Provost, and with guidance from the Finance and Administration Team, the Finance and Administration Manager will independently perform complex financial and administrative functions to manage UW Study Abroad programming including over 100 faculty-led programs and exchange programs annually.
Financial Operations and Transactions
•Serve as lead for financial transactions for a portfolio of UW Study Abroad programs, processing, monitoring and reconciling payments for UW Study Abroad program budgets, totalling approximately $7,000,000 or more each year; use University and Office of Global Affairs internal shadow accounting systems to monitor, correct and reconcile transactions related to study abroad programs. Manage ProCard/CTA and budget reconciliation as needed.
•Assist in charging of multiple program fees to the UW accounts of over 2,000 UW and non-UW students per year using the Student Database (SDB) and based on program participant rosters; disburse study abroad scholarships to students. Support quarterly home tuition credit and tuition waiver disbursement.
•Develop and retain strong collaborative partnerships with UW Procurement Services, Accounts Payable, Banking & Accounting, Travel, Internal Audit and manage international vendors in order to effectively facilitate procurement and/or payment for services, equipment, and/or supplies in international locations where study abroad programs take place.
Financial Records Management
•Establish and maintain comprehensive financial record-keeping systems for financial transactions related to international purchasing and travel activities for study abroad programs; analyse, modify, and recommend improvements to financial recordkeeping protocol; apply knowledge of accounts and program relationships, data flow, audit trails and internal control to design and implement improvements to financial data systems.
Program Budget Planning and Management
•Work directly with faculty/staff program directors to advise, build and manage a portfolio of program budgets (e.g. faculty and program staff salaries, program activities, etc) and program expenses and revenue for UWSA programs using UW financial applications as well as in-house shadow budget tracking tools to maintain a constant real-time view of the budget status of each program; provide Finance & Administration, and Program Faculty Directors with budget status updates, budget analysis and financial projections on an as-needed basis.
Training, Policy Compliance, and Trouble-Shooting
•Ensure that Office of Global Affairs financial operations comply with State of Washington and UW policies.Coordinate and consult with the OGA Finance and Administration team, regarding budget, financial and operations policies.Exercise independent judgment in interpreting and applying State of Washington, UW and other agency rules and regulations to resolve problems; select/recommend alternative courses of action.
•Advise and train Office of Global Affairs Staff, and Faculty Program Directors on policy compliance and standard operating procedures related to Office of Global Affairs operations, including purchasing, budgeting, travel, and other program-related financial and administrative matters; coordinate and present regular training sessions for faculty/staff program directors covering the financial and compliance issues related to UWSA programs.
•Coordinate with UW Financial Aid on aid disbursements and scholarship issues; troubleshoot student accounts with Student Fiscal Services, Office of Financial Aid Services, Registrar's Office, UW departments, Graduate School and Student Insurance Office; create program and exchange expense summaries for student participants; answer student and/or parental financial inquiries.
•Keep current with new UW central procurement and travel applications; coordinate the integration of new systems and applications into the standard operating procedures of the department.
•Serve as back-up for other Global Affairs Finance and Administration team members who may be on leave; other duties as assigned.
MINIMUM REQUIREMENTS:
•Bachelor's Degree
•2 years of minimum work experience; specifically: accounting, budgeting, administrative management or an equivalent combination of education, experience and training.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED:
•Higher education experience
•Strong communication skills
•Finance/accounting background and HR/Payroll experience
•International experience
•Demonstrated the capacity to identify, initiate, and implement business process improvements
Application Process:
The application process for UW positions 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
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.