Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 247117 Department: FINANCE, PLANNING, AND BUDGETING Job Location: Seattle Campus Job Location Detail: Hybrid Available - 3 days a week in office Posting Date: 06/25/2025 Closing Info: Closes On 07/02/2025 Salary: $5,810 - $6,667 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 Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, and budgeting functions for the University of Washington, including:
• Finance & Budget Strategy
• Institutional Analytics & Data Support
• Policy, Planning & State Operations
• University Business Services
Management Accounting & Analysis (MAA) has an outstanding opportunity for a Program Operations Specialist. This position supports the Recharge and Service Centers and provides institutional compliance oversight, technical expertise, and campus training in support of the University of Washington’s service and recharge center operations. This role serves as the central administrative point-of-contact for rate development, fiscal analysis, policy interpretation, and ongoing monitoring to ensure compliance with Federal, State, and University regulations, including the OMB Uniform Guidance (2 CFR 200).
Additionally, the role provides consulting, training, and outreach to campus stakeholders, and actively participates in cross-departmental teams and audit response efforts. Through continuous process improvement, data analysis, and proactive policy development, this position helps advance institutional transparency, financial integrity, and operational excellence.
Duties & Responsibilities
Training Development:
Develop and deliver high-quality training on recharge/service center policy and compliance, including campus wide or departmental presentations and trainings, and tailored workshops
Collaborate with internal and external partners to ensure consistent understanding and application of policies across departments
Review and communicate emerging trends in Federal and institutional policies, ensuring stakeholders are aware of potential impacts and compliance requirements
Manage and update website content to ensure access to compliance resources and training materials
Develop and maintain tools (e.g., costing templates, compliance checklists) and compliance documentation to assist units in preparing and managing their recharge/service center financials
Participate in training and cross-training activities to build redundancy and operational resiliency within UW Finance, Planning and Budgeting teams
Policy and Procedure Development
Proactively identify emerging issues related to service and recharge centers
Analyze compliance issues and recommend solutions in consultation with the Office of the Controller, senior management, and relevant departments
Resolve policy-related, service recharge center, and operational help desk tickets assigned to MAA Recharge; escalate issues and recommend long-term solutions
Work to consistently and continuously improve processes, incorporating LEAN improvement concepts into daily work Lead LEAN and other process improvements working with customers and process partners
Assist in the development of reports, surveys and other reference materials and develop guidance for Recharge Centers in complying with institutional policies and procedures
Program Development and Administration
Organize or participate in the Shared Environment Sync and Recharge Community of Interest
Evaluate internal control systems through data trends and sampling, recommending enhancements or corrective actions where needed
Gather and interpret data to support institutional decision-making, trend analysis, and refinement of classification or rate-setting strategies
Partner with the Compliance Analyst Lead and Director on internal and external review coordination and special information requests
Data/Information Acquisition
Conduct analyses on fiscal and administrative data from recharge and service centers to assess policy effectiveness and compliance risks
Produce specialized reports and present data-driven insights to MAA Leadership, and when appropriate, to Deans, Vice Presidents, and central offices including Planning & Budgeting
Other duties as assigned
Requirements:
Bachelor’s degree and 3 years of experience in financial reconciliation, compliance review, or related financial operations, to include 1-2 years of creating or developing training
Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree
Proficiency with: Microsoft Excel (including working with large datasets, pivot tables, formulas) Microsoft Word, PowerPoint, Outlook, Workday or other ERP Financial system and SharePoint
Data extraction and analysis from financial or enterprise systems
Excellent written and verbal communication skills, including experience developing and delivering training, developing job aids, and presenting to groups
Demonstrated ability to manage multiple projects, meet deadlines, and work independently with accuracy and sound judgment
Demonstrated experience in working with diverse groups, stakeholders, and teams; collaborative, inclusive, and service-oriented style and the ability to foster a culture of excellence, accountability, and teamwork
Desired Qualifications:
Experience developing compliance guidance, outreach and/or training
Knowledge and understanding of concepts and regulations relating to F&A cost recovery
Website and form tools (e.g., Drupal, Microsoft Forms)
Management/cost accounting experience
Knowledge of the OMB Uniform Guidance Policy, specifically 2 CFR 200 and other federal regulations.
Knowledge of/experience working with LEAN process improvement techniques
Experience using relational database software and query development
Experience with financial operations within Higher Education
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 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.