Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 238898 Department: UNIVERSITY BUSINESS SERVICES Job Location: Seattle Campus Posting Date: 09/12/2024 Closing Info: Closes On 09/19/2024 Salary: $5,114 - $6,250 per month Other Compensation: Limited Recruitment: Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state, and around the world. UW employees bring their energy, creative problem-solving skills to their work and are dedicated to building stronger minds and a healthier world. UW is Committed to attracting and retaining a diverse staff, your experiences, perspectives, and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
The University Business Services has an outstanding opportunity for a Program Operations Specialist to join their team.
Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, analytical, and budgeting functions for the University of Washington, including:

Finance & Budget Strategy

Institutional Analysis & Decision Support

Policy, Planning & State Operations

University Business Services
Reporting to the Assistant Director of Procurement, the Program Operations Specialist ensures support for the procurement team and its customers while meeting all university, state, and federal requirements. This role will be responsible for supporting both internal and external communications, addressing business operations and campus support needs. The Program Operations Specialist will contribute to the Procurement Services Culture of Service by focusing on delivering value for others inside and outside the organization and across the University through customer service, operational effectiveness, and employee satisfaction.
This position will have a high level of internal and external client interaction; excellent written and verbal communication skills are desired. This role will also involve accounts payable data analysis and resolution, procurement support, and financial analysis. Synthesizing information across multiple communication channels and systems to help drive resolution is a key skill set, as well as follow-up and project management.
We encourage applicants to apply even if they do not feel they satisfy all of the skills listed below; we understand that it will take some time for the successful applicant to strengthen specific position skills where needed, to learn about the university systems, campuses, and vendor collaborators, to develop a deep understanding of the FPB environment itself. You will join a supportive team that will partner with you in these efforts; we are an open, ethical, highly engaged, and collaborative community based on trust, transparency, and mutual respect. We believe in the importance of quality of life, embracing diversity, making a difference, and having fun.
DUTIES AND RESPONSIBILITIES
Customer Service and Outreach

Manage support request intake and resolution through triage, engaging and escalating to appropriate teams as needed

Collaborate with stakeholders to comprehend business requirements and pinpoint areas for improvement in process flow and training

Review and triage invoices on hold with internal stakeholders
Workday Finance Transaction Support

Participate in the review of Workday updates impacting finance operations, including requirement reviews, testing, and training as necessary

Support resolution of complex user/stakeholder inquiries as needed

Manage operational data elements and attributes within Workday and external systems

Provide Workday task assignment and delegation support

Provide support for other finance operations transactions as required, including higher volume windows and major processing activities

Develop and lead standardized reporting for invoices, including projections, trend analysis, and graphing

Provide counsel and advice regarding procurement policy and procedure assistance to ensure compliance with UW Policy

Act as a backup for Procurement contracting and buying staff in assisting with invoice resolution and related processes

Manage, track, and report invoice hold statuses, including follow-up communication

Partner with Accounts Payable team to address outstanding invoices

Troubleshoot technical issues with stakeholders and business owners

Interpret and advise on University policies as they relate to procurement and contract scenarios
Invoice Management

Process vendor invoices including reconciling vendor invoices against purchase orders for accuracy, identifying and resolving discrepancies

Resolve all customer inquiries and general questions regarding invoicing, billing and payments. Communicate with vendor control team for supplier Ariba enablement issues.

Identify and escalate overdue invoices in the Match Exception queue. Campus and supplier outreach – work with stakeholders to ensure invoices are reconciled based on AP service level agreement.

Apply independent judgment to resolve issues or concerns related to vendor purchase order or invoices.

Escalate issues to Assistant Director of Procurement when appropriate.
Vendor Management

Develop an interactive relationship with key suppliers.

Attend supplier business meetings

Demonstrate proficient use of procurement systems and assist customers and suppliers to utilize systems efficiently.

Manage relationships with customers. Partner with departments to promote utilization of established contracts and efficient use of procurement systems. Work collaboratively with customers to maximize contract benefits and address any issues promptly.
System Mastery

Demonstrate proficient use of Workday and procurement systems and assist customers and suppliers to utilize systems efficiently.

Other duties as assigned

Train and cross train staff within UW FPB.
MINIMUM REQUIREMENTS

Bachelor's degree and 2 years of relevant experience working in accounting, procurement or related field

Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Proficiency in financial systems and Microsoft Office Suite

Ability to communicate effectively with diverse stakeholders, including customers and key process stakeholders

Excellent written and verbal communication skills, with a strong focus on clarity and conciseness

Experience using a proactive continual service improvement/iterative approach to meet process design requirements, assimilating stakeholder feedback, and refining operational frameworks on an ongoing basis

Demonstrated experience in working on diverse groups and teams; respects, values, and contributes to FPB and UW’s commitment to diversity, inclusion, and equity
DESIRED QUALIFICATIONS

Experience executing and/or managing relevant Workday experience at the University of Washington or in a comparable higher education environment
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 access 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 [email protected] .

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 .

Open to Department employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.