SHARED SERVICES ANALYST - TRAVEL

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 building 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 Business and Finance team at the Applied Physics Laboratory at the University of Washington is hiring - see yourself at APL!
The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world - at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.
Diversity is a core value at the University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member of our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions.
The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world - at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.
APL has an outstanding opportunity for a Shared Services Analyst- Travel. This is a full-time, regular position. We are seeking candidates who have experience with providing in-depth customer service, thrive in fast-paced environments, and are proficient with travel, procurement, payroll, and/or finance-related tasks.
The Shared Services Analyst is a member of the Business and Finance team, where incoming requests for travel support and reimbursement will be sent in from our eight research units and five administrative units, all to be processed in this Shared Services Environment (SSE). The Applied Physics Laboratory (APL) conducts research that frequently involves complicated travel far afield. The Laboratory has an in-house Travel Team to conduct this activity, headed by the Travel Operations Compliance Analyst. The Shared Services Analyst advises and supports staff within the Travel team in their day-to-day activities, performs higher-level, complex Travel activities, provides reporting and data to department research administrators to support budget development and analysis, and acts as a point of contact within the Laboratory for Travel-related questions and concerns, and processes travel reimbursements in compliance with all applicable policy and regulation.
On a regular day, this position will perform the following tasks:
1. Advise travelers and Research Department Administrators (RDAs) and Department Heads (DHs) on travel policy, and assist with interpretation of complex and overlapping federal and state policies.
2. As necessary, this position will advocate on behalf of the APL and engage with UW Travel to work through differences in interpretation.
3. For all but the most complicated travel, the Shared Services Analyst will be responsible for knowing and applying the intricacies of intersecting travel policy. This may involve significant analysis that must be done quickly and under tight timelines before booking travel.
4. Only the most complicated travel issues will be escalated to the Travel Operations Compliance Analyst.
5. The Shared Services Analyst will book directly all but the most complex travel based on a rubric determined by the Travel Operations Compliance Analyst.
Major Duties and Responsibilities:
Travel Operations and Booking:
• Manage and coordinate complex and time-sensitive domestic and foreign travel arrangements, including communication with foreign embassies, travel sponsors, and vendors. Oversee and develop travel within budget, and prepare appropriate travel forms and contracts as needed.
• Act as primary contact for travel policy guidance, providing support to various stakeholders.
• Conduct training and assist in onboarding for Travel Team members.
• Stay current on travel regulations and advisories, and troubleshoot complex issues.
Reimbursement
• Evaluate and process Workday Financial reimbursements in accordance with established APL and UW policies, procedures, and processes related to reimbursable expenses and compliance.
• Collaborate on process improvement initiatives with the Travel Operations Compliance Analyst.
Analysis and Reporting:
• Provide reporting and data to research administrators, principal investigators, and cost center managers.
• Collaborate with the Travel Operations Compliance Analyst to develop procedures for travel operations, conduct process reviews, analyze customer service data and other performance metrics, and ultimately recommend improvement initiatives to management. As needed, perform process and policy research broadly to inform and improve travel business operations.
UW Procurement Card and Central Travel Account Review and Reconciliation:
• Manage UW Central Travel Account and Procurement Card in line with policies, procedures, and processes.
• Review and approve department ProCard transactions.
• Prepare reports, conduct specialized studies and document discrepancies.
Requirements:
A Bachelor's Degree and two years of work experience providing customer service in an HR, payroll, procurement, and/or finance business unit, or equivalent combination of education/experience.
Additional Requirements:
• Experience and familiarity with travel processes.
• Experience and familiarity with providing in-depth customer service.
• Strong problem-solving and customer service skills.
• Ability to manage multiple priorities and mentor peers.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
• Experience with Workday Financials.
• Familiarity with the JPMorgan PaymentNet ProCard system.
• Knowledge of Central Travel Account and UW Procurement Card procedures.
• Excellent communication, policy interpretation, and analytical skills.
Application Process:The application process 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.