PROGRAM OPERATIONS SPECIALIST
PROGRAM OPERATIONS SPECIALIST
Req #: 183974
Department: UW TACOMA
Job Location: UW Tacoma
Posting Date: 10/26/2020
Closing Info: Open Until Filled
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position,
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“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.
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The School of Interdisciplinary Arts and Sciences (SIAS) has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST. SIAS consists of five divisions and a graduate program. This position will support 137 faculty, 21 staff, and a budget of $13 million, to include various funding sources (primarily state and grant funding). The role of the Program Operations Specialist is critical to work with SIAS Directors and Faculty Leadership to ensure the success of faculty and staff within the school. As a part of the SIAS Staff team, this keystone position bridges the areas of work for each of the Directors and their teams. This position exercises substantial responsibility for fiscal transactions and budgeting within the school while regularly performing professional level administration and management of a non-routine nature which requires independent judgment and decision making.
The primary responsibility for this position is managing the planning, administration and budgeting for SIAS summer teaching. This will include the entry into Time Schedule Construction, Team Budget (SharePoint) site for all UW shared budgeting, appointments and entry into WorkDay for teaching and all summer salaries including FTE and costing allocations updates along with hiatus status for unpaid periods. Responsibilities also include other budget and fiscal transactions and management, curricular and research support, and payroll management for faculty and student employees. This position reports to the Director of Academic Administration while working closely with the Director of Finance and Operations and SIAS's Fiscal Specialist 2. This position is a member of a dynamic and collaborative group of staff of the School.
Summer Planning, Administration and Budget
- Work with faculty leadership and staff to manage summer session for SIAS, including course scheduling, oversight of the summer course budget, and coordination of UWT summer session with UWT Executive Vice Chancellor for Academic Affairs and the UW Seattle summer session office.
- Manage faculty FTE and costing allocations for summer quarter including grant related projects.
-Calculate and provide appointment letters to all faculty for their teaching and salary obligations for all of summer term.
Faculty HR Support
- Maintenance of faculty paid appointment FTE and costing allocations in WorkDay.
- Main liaison between SIAS and International Scholar's Operations (ISO) for faculty Visa processing.
- Oversee faculty office moves and technology needs with UW Tacoma IT and Facilities' Services.
- Manage SIAS student scholarships and internal faculty awards processes.
- Track faculty salaries: advise the Dean and Director of Academic Administration on salary equity, especially in relation to merit and promotion; and confer with campus colleagues and track all course releases and buyouts for SIAS faculty serving in other units.
- Enter, monitor, and approve transactions into Ariba including P2Is, course fees, and operations.
- Approve expenditures and large purchases, including Ariba transactions.
- Ensure staff are tracking and maintaining budgetary spreadsheets.
- Coordinate technology purchases with IT.
- Inventory equipment on an annual basis.
- Manage student hiring: confer with faculty regarding budgetary and benefits needs along with job descriptions.
- Monitor temporary employee end dates to ensure timely extensions and terminations.
- Run reports and oversee payroll processing in Workday to ensure that employees are paid in a timely manner; process over and under payments.
- Perform I-9 verifications.
- Bachelors of Arts in an area of business administration or related field AND two years of experience.
- Specific experience with academic programs, faculty HR, budgeting, and reconciliation.
- Experience with computer programs including Microsoft Office Suite.
- Effective written and verbal communication skills.
- Ability to problem-solve and use critical thinking; ability to Multi-task and respond to emergent needs.
- Ability to lead and work with a diverse group of individuals including faculty, staff, students, and public agents.
- Understanding of UWT policies and procedures, grant writing, and directly working with faculty.
- Proficiency in using UW UNIX program (PAS, FIN, BGT) and UW databases including, but not limited to MyFinancial Desktop, Ariba, and Workday.
- Thorough knowledge and practical experience working with University fiscal policies and accounting processes.
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.
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 .
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.
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