Fiscal Specialist 1 (Fixed Duration/Temporary)

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 Department of Oral Health Sciences (OHS) in the School of Dentistry (SOD) brings together faculty from different ends of the dental and oral health research spectrum into a single department that has expertise ranging from the modern experimental life sciences through the public health and behavioral sciences. OHS has the goal of improving the oral and general health and well-being of our diverse global population through research, teaching and service. OHS has a broadly defined mission that accommodates diverse faculty interests and expertise. At present, OHS enjoys faculty expertise in areas including anatomy, biochemistry, molecular biology, microbiology, biostatistics, epidemiology, behavioral science (basic and applied), public health, dental hygiene, education, law, medicine, and clinical dentistry including faculty members with specialty training in periodontics, orthodontics, and oral medicine. OHS also sponsors the School of Dentistry's only PhD program as well as the combined DDS-PhD program and the Master of Science program for Dental Hygiene. Our graduate programs provide advanced interdisciplinary training for graduate students to enable them to become academic and research leaders in the dental and craniofacial sciences, and to contribute to improved understanding of human oral and systemic health and disease. OHS is committed to the principles of diversity, equity, and inclusion and to providing an environment where every employee feels welcomed, valued and appreciated.

The OHS Administrative unit is comprised of the Administrator, Graduate Program Advisor and Fiscal Specialist. As a small administrative unit, OHS staff work collaboratively, and assist each other when needed. This position reports to the Administrator.

OHS has an outstanding opportunity open to a Temporary Fiscal Specialist 1.

Under general direction, the Fiscal Specialist will perform a variety of fiscal and administrative support functions. They will serve as departmental liaison to faculty, staff, and external vendors, which entails responding to and resolving inquiries regarding SOD and OHS policies and procedures, and escalating to the OHS Administrator when necessary. They will also assist with establishing office and administrative systems and procedures, analyzing current workflows and practices to ensure departmental or unit compliance with University of Washington policies and other external regulations. A successful candidate will have experience using Adobe Acrobat Pro, Zoom, and Microsoft 365; specifically: Word, Excel, Outlook, SharePoint, One Drive, and Teams.

POSITION DUTIES & RESPONSIBILITIES:

Fiscal Support (75%)

• Maintain current knowledge of UW and federal allowability of costs, procedures for purchasing, and travel guidelines.
• In WorkDay (WD) Finance, process and track travel, individual reimbursement, supply and equipment purchases.
• Track supply orders, address supply chain issues, find alternative vendors for delayed orders. Coordinate with research assistants, coordinators and UW procurement on large orders and contracts.
• Initiate purchases as the departmental procurement card holder and perform weekly card holder review in WD Finance.
• Use spreadsheet software to develop and maintain records.
• Establish and maintain records and files.

Department Administrative Support (25%)

• Receive and refer visitors, distribute mail, oversee departmental shipments.
• Serve as Department Coordinator for Records Retention, Building Access and Services, Equipment Inventory Office, and Mailing Services.
• Order, receive, and maintain equipment inventory.
• Maintain key tracking system and perform yearly audit.
• Schedule meetings and maintain conference room calendars.
• Assist with coordination of departmental space renovations and scheduling of lab services.
• Arrange departmental events.
• Other duties as assigned.

Minimum Qualifications:

Three years of fiscal record keeping experience, or equivalent education/experience.

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.