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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years.Reporting jointly to the HR Manager and the Grants Manager this position will work as a member of the Biology department payroll and fiscal teams. This position will be the subject matter expert on UW payroll processes and will provide payroll (Workday) support. This position will also provide budget reconciliation and support for grants and non-grant research budgets.RESPONSIBILITIES:Payroll Duties (65%)This position will process payroll appointments and actions for postdoctoral scholars and graduate students, will be the Workday expert to assist in resolving Workday-related issues with payroll processing, and will perform other payroll-related duties.As HCM Initiate 2 - create positions, hire workers, add academic appointments, add jobs, end jobs, change jobs, change organization assignments, enter compensation changes, administer period activity pay and one-time payments, and perform other duties as appropriate. Serves as back up for faculty, staff, and hourly appointments.As I-9 Coordinator - serve as the primary I-9 coordinator for postdoctoral scholars and graduate students; will serve as back up I-9 coordinator for faculty, staff, and hourly personnelAs Costing Allocations Coordinator - update costing allocations for postdoctoral scholars and graduate students; back up costing allocations coordinator for faculty personnel, staff personnel, and hourly personnel. Verify that all personnel have costing allocations.Verify the accuracy of payroll for each pay period ending to ensure that all personnel are being paid on time and as expected (e.g., gross pay is accurate, costing allocation overrides are accurate, etc.). Make corrections as necessary and alert other staff of corrections that they need to address.Review upcoming employment end dates. Alert appropriate staff of upcoming end dates or past end dates so that they can take appropriate action. Notify postdoctoral scholars and their PI of the upcoming employment end date, whether reappointment is an option, and the actions to take for reappointment.Guide personnel to resources for completing W-4s, direct deposit requests, and to appropriate personnel for human resources or benefits issues.Work with ISC to resolve problems with payroll and Workday entries.Manage foreign national visa process for all foreign nationals in J visa status.Manage the Visiting International Student Internships and Training (VISIT) and the Visiting International Student Engaged in Research (VISER) application process (includes the visa and the application materials).Assist with payroll notifications and the pick-up and distribution of paychecks as necessary.Serve as back up for staff, hourly, and faculty personnel payroll actions.Add new postdoctoral scholars and graduate students to the directory and appropriate email lists; remove separated personnel.Enter tuition waivers into the UW Student Database, as requested by the graduate program manager; back up for entry of awards and other scholarships.Grant Budget Duties (35%)Review and approve purchase orders in PurchasePath, petty cash reimbursements, travel reimbursements in Ariba, and salary expenditures on assigned sponsored research budgets, verifying budget numbers, category coding, and sufficient funds for expenditure.Advise PIs on allowability of costs, best practices in grant management, and cost-sharing compliance.Ensure compliance with Federal, State and University regulations and policies by creating and implementing appropriate and effective procedures.Consult with funding agencies to resolve problems and/or obtain approval for expenditures as necessary or required.Advise and assist PIs on budgetary policies and procedures.Maintain electronic and paper systems for tracking budget transactions.Provide reconciliation and budget status reports to PIs.Verify accuracy of transactions in both University and department reporting systems and take corrective action if necessary.Identify, investigate, and resolve problems related to expenditures and recommend appropriate action; implement appropriate action upon PI approval.Prepare, compile, and provide fiscal reports such as monthly, interim, year-end and closing budget status reports, and auditing reports.Prepare and provide projections on grant expenditures.Monitor budgets for deficit balances and pending end dates using records from MyFinancial Desktop, eProcurement, eTravel, Procard, and PurchasePath. Notify PI, assistant grants manager, grants manager, and administrator of any projected or actual over- or under- expenditures.At grant closing ensure that proper invoicing, reports, and record keeping are complete and auditable; prepare records for record retention and storage.Process no-cost extensions and temporary budget extensions.Process BPOs for outgoing subawards.Create new budget files as new awards are received.Inform assistant grants manager, grants manager, and/or department Administrator and Chair of other issues as they arise.Participate in process improvement initiatives and revisions related to fiscal procedures within the department and within the University as deemed appropriate.Maintain files related to budgets, purchasing, payroll, and travel according to record retention schedules.Copy, scan, fax, sort mail, and order office supplies as necessary to complete primary responsibilities of the position.Other related duties as assigned.Skills/Background/Experience Specific to this Position:Experience with UW fiscal systems such as MyFinancial Desktop, Ariba, eProcurement, eTravel, and PurchasePath,Must be detail oriented with a demonstrated high level of accuracy.Demonstrated ability to function under pressure of multiple deadlines in a professional manner.Ability to work independently as well as in collaboration with othersExcellent interpersonal, written, and oral communication skills.Demonstrated competence in the professional use of MS Word and Excel, internet research, and email applications.Experience with or ability and willingness to learn UW fiscal web applications and grants management rules and requirements and keep up to date on sponsor requirements. REQUIREMENTS:Two years of experience at a level equivalent to Fiscal Specialist I AND 15 quarter hours or 10 semester hours of college level accounting, or equivalent education/experience.Strong Excel and Word skills.Experience with Workday and knowledge of UW payroll policies and processes.Dedication to customer service and delivering customer value.Knowledge of the business needs and cultures of academic units.Ability to communicate complex compliance and technical requirements to a variety of audiences.Ability to learn new processes and technologies.Excellent organization skillsProven attention to detail and accuracy.Excellent interpersonal and communication skills.Ability to work closely with colleagues in a shared work environment.Ability to work well in a fast-paced environment.DESIRABLE SKILLS AND QUALIFICATIONS:Three years of fiscal experience at a university or research institution including experience with sponsored research budgets.Knowledge of UW grant and contract management.Knowledge of Workday as implemented at the UW.Experience with federal (especially NSF, NIH and USDA) sponsored research administration.Experience with UW accounting procedures.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.
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