Program Operations Analyst

Job Description

PROGRAM OPERATIONS ANALYST

Req #: 241003 Department: DEPARTMENT OF MEDICINE Job Location: Remote/Hybrid, Seattle Campus Job Location Detail: This position is located at Seattle Campus with optional of 100% Remote. Posting Date: 11/13/2024 Closing Info: Open Until Filled Salary: $6,000 - $7,634 per month Other Compensation: 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 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 Medicine has an outstanding opportunity for a Program Operations Analyst to join their team.
POSITION PURPOSE
The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialties divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.
The Program Operations Analyst is a key position on a fast-paced and dynamic team for which this position will require a range of responsibilities to provide seamless customer service across the Department and divisions. This position will provide expert department level complex financial analysis, training, compliance, reporting and management related to faculty, resident, fellow, and staff compensation.
Additionally, this position is responsible for ensuring that these activities are compliant with federal, state, University, and School of Medicine’s policies and procedures and acting as a liaison with the divisions as it relates to faculty compensation and payroll management.
The Program Operations Analyst interacts extensively with faculty, fellows, residents, staff, and agency representatives in carrying out department activities to determine consistency and fulfillment of department goals and objectives. Individual initiative, solid judgement, superior customer service skills, subject matter expertise and knowledge of School of Medicine and Provost policies and procedures regarding faculty compensation changes specifically in regards to temporary pay supplements, administrative supplements, merit increases, unit adjustments, retentions, and recruitment bonuses are essential for this role.
As the largest department of the University of Washington, it is critical that the Department of Medicine is successful in various complex fiscal processes. As a highly decentralized department, with fiscal functions are spread across the department central team and the eleven divisions, this position will fill the many needs required and vital to the Department’s ability to attract and retain outstanding clinicians, teachers, and researchers.
DUTIES AND RESPONSIBILITIES
Payroll & Faculty Compensation Analysis (65%)

This position is responsible for the review and approval of faculty and staff payroll for the Department of Medicine which includes approximately 1,400 faculty and approximately 100 staff.

Serve as the Department expert on UWP Change Transaction Memorandum (CTMs). Including participating on the process improvement committee and beta testing of the revamped CTM system).

Serve on various School of Medicine committees to provide subject matter expertise for Workday reports and the platform revamp of FIS (Faculty Information System).

Oversee communication, independently initiate and/or direct divisions on corrective action for payroll issues ensuring the divisions and the Administrator of Compensation & Payroll are briefed as appropriate.

Oversee all costing allocations in Workday for faculty pay and communicate costing allocations changes to divisions ensuring faculty pay is allocated to appropriate budgets.

Independently review and approve the Departmental Payroll Accounting Adjustments (PAA) as they relate to Departmental funds ensuring compliance with salary cap and other compliance issues.

Analyze Payroll Accounting Adjustments in the Department of Medicine and identify divisions or units that need training to reduce the number of PAAs.

Manage the semi-annual incentive eligibility review process for faculty with UWP practice plans.

Manage the annual hospital moonlighting (one-time Clinical Coverage Overload (CCO)) renewal process and oversees monthly coordination with service schedulers to ensure accurate payment is paid to faculty and fellows.

Manage the annual Not to Exceed (NTE) renewal process to ensure approvals are in place prior to the start of the fiscal year.

Manage the annual ongoing TPS for covering additional clinical work, Hospitalist/Nocturnist Shift Differentials, and Evening/Night Shift Differential.

Independently manage various request from divisions (i.e. guaranteed additional compensation (MAC/SAAC/QAC), Administrative Duty Supplements (ADS)).

Implement and conduct audits for the merit and unit adjustment processes.

Audit monthly UWP expense detail ensuring faculty paid through the practice plan are paid accurately.

Work with Clinical Revenue team to provide compensation data and answer questions as needed for clinical reporting such as UWP budgeting process, hospital support database and other clinical reporting.

Develop and perform processes for on-going internal audits or review processes to ensure payroll transactions are processed timely and accurately.
Analytics & Reporting (15%)

Query data from various systems (i.e. Workday, Excel, etc.) or surveys and perform and provide analysis in support of existing business needs (i.e. payroll reports, Division/Department operation expenses, spending reports, etc.).

Prepare analysis and reporting related to faculty compensation such as AAMC Survey, AAMC Administrator Survey, and MGMA Survey.

Conducts monthly audits in DART ensuring accuracy and timeliness of data, making independent corrections and communicating process and system issues to the Payroll and Compensation Manager.
Compliance & Training (15%)

Ensure compliance with all University policies and procedures, and conduct fiscal matters according to the generally accepted accounting practices.

Provide guidance and expertise for compliance with all applicable university, school, union, state and federal policies, rules, and regulations related to payroll.

Develop and implement department, division and unit specific training modules to address knowledge gaps or process improvements in the faculty payroll processes. Update as processes evolve.
Projects & Other (5%)

Plan and complete special projects as assigned, independently or as a member of a team.

Additional duties as assigned.
Lead Responsibilities

Financial analysis and management related to faculty, resident, fellow, and staff compensation. Manages new appointments, administrative supplements, temporary pay supplements, retention increase, and annual salary increases. Serves as the liaison for divisions, the School of Medicine and UWP to ensure faculty pay is accurate.

Provide mentorship and guidance to Compensation & Payroll team members and divisions on payroll & faculty compensation analysis, analytics & reporting, and compliance & training.
MINIMUM REQUIREMENTS

Bachelor’s Degree in Finance, Accounting, Business or related field and at least 2 years of relevant experience increasing in responsibility. Experience can include accounting, finance, academic setting or relevant area.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Demonstrated dedication to equity, diversity and inclusion.

Familiarity with basic accounting principles

Intermediate or higher-level computer skills – computer proficiency with spreadsheets (excel), word processing and databases in Windows environment.

Strong organizational, communication and analytical skills.

Ability to prioritize multiple timelines and competing goals.

Action orientated, self-starter, flexible and adaptable.

Ability to develop and communicate training materials.
DESIRED QUALIFICATIONS

Knowledge of UW financial systems including Workday
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.
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