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The Daniel J. Evans School of Public Policy & Governance has an outstanding full time opportunity for the Associate Director, Finance and Administration.
The Associate Director, Finance and Administration position exists to direct and oversee the financial resources of the Evans School of Public Policy & Governance, including financial planning, budget development, monitoring, reporting, long-range forecasting, Dean’s level grant and contract fiscal oversight, and policy setting regarding fiscal procedures. This position also has primary responsibility for leading the technical and change management aspects of the School’s planning, implementation, and stabilization of the new UWFT system in Workday. The position serves on the School’s Management Team and there is an expectation that the person in this position will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Evans’ core values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by the Evans School’s faculty and staff.
The Daniel J. Evans School of Public Policy & Governance is a nationally top ranked public policy school, serving nearly 500 students across multiple degree programs: Master of Public Administration (MPA), Global MPA, Executive MPA, and Ph.D. in Public Policy & Management. The Evans School is dedicated to enhancing the capacity of leaders and managers in the public, nonprofit, and private sectors. Guided by our mission statement and driven by values in the spirit of public service, the Evans School’s approach to policy and management education is rigorous, hands-on, and professionally relevant. The Evans School believes that our community should reflect the diverse backgrounds, opinions, experiences, and perspectives evident in the world in which we live. We strive for substantive inclusion and equity and continually work to increase our awareness and understanding of ourselves and the communities we serve.
Associate Director, Finance and Administration is a pivotal role within the Evans School and requires the ability to be both a strategy thought partner as well as manage the day-to-day of finance and administration, including oversight of the success of the finance and administration team. The Evans School’s operating budget is supported by a variety of funding sources. All academic and many other operating expenses for the school are split between GOF, DOF, gift and fee-based funds. The Evans School has no academic departments, has very few operational costs that are aligned one-to-one with a degree program and fee-based programs and state-supported programs share costs. This creates an efficient operating environment but creates a more complex environment for the Associate Director, Finance and Administration who must be responsible for the appropriate use of University funds.
In addition to the complexity of the School’s operational and funding model, the Associate Director, Finance and Administration must also be aware of administrative, operational and human resources policies and procedures to effectively ensure proper use of fiscal resources. Not only does this position need to understand and comply with these policies, procedures and guidelines, but this position must interpret these often complicated and vague regulations in a manner that assists the School in achieving its goals timely, efficiently and with the lowest impact of bureaucracy. The wide breadth in types of funds that are administered by this position adds to the sophistication of knowledge and skills required.
The quality and effectiveness of the work of the Associate Director, Finance and Administration directly impacts the ability of the Assistant Dean of Finance and Administration of the Evans School to focus on high level strategic actions and planning activities. Reliance on the Associate Director, Finance and Administration to ensure that effective and efficient financial operations of the school are maintained allows the school's administration to advance strategically. Additionally, quality and timely reporting from the Associate Director, Finance and Administration enables nimble responses by the school's operational managers and the school's administration to both opportunities and challenges and helps the school and the University avoid major compliance risks. This position is critical to the timely alignment of resources to operational and strategic needs of the school and is therefore critical to the success of the school which is a strategic priority for the University.
A key role for this position in the next few years is to lead the School’s effort to prepare for and implement the UW’s Financial Transformation Program (UWFT), a $200M initiative to replace the UW’s financial systems with an integrated system that manages the full suite of financial transactions and reporting needs. The Associate Director will serve as the Project Manager for the School, representing the School and its needs and concerns centrally to the UWFT Program, and will facilitate the School’s staff and system readiness for this major change initiative. Integral to this work will be leading planning for future state business processes, ensuring staff readiness for and understanding of new work requirements, and revising and synchronizing policies, processes, and tools to comply and align with the new Workday system for financial transactions and reporting. The individual in this role will need to not only manage project implementation, but also be a change champion and end user advocate to support a successful user experience, and ultimately, accurate and timely transactions in this future system.
Reporting to the Assistant Dean for Finance and Administration (ADFA), the Associate Director of Finance and Administration is responsible for the school’s financial planning and management, budget development, monitoring, reporting, long-range forecasting, Dean's level grant and contract fiscal oversight, and policy setting regarding fiscal procedures for annual budgets across all funding sources worth approximately $25 million. This position works to integrate and rationalize the financial reporting, decision-support and forecasting systems required by the School to manage its resources. The Associate Director for Finance and Administration performs and coordinates School wide research and financial analysis in the areas of institutional effectiveness, strategic planning and financial management. This position has a wide range of responsibilities such as financial reporting, preparing complex analyses for special projects, and providing operational assessments. Together with the ADFA, this position will develop, conduct research and analyze data for decision making and policy implementation in areas including (but not limited to) modeling and financial forecasting, resource utilization, institutional and instructional costs and productivity, and benchmarking studies. This position will also be responsible for producing regular financial reports and presentations to the ADFA and the leadership team.
This position manages, supervises, and supports the team responsible for providing support for fiscal operations in the school, including budget development and the administration and financial management of state, fee based and certificate program budgets, grants and contracts, procurement, gifts, endowments, scholarships, self-sustaining activities and discretionary funds. The Associate Director will work with the ADFA to manage this funding, and will design, develop, and oversee financial accounting and reporting systems that feed into the school’s overall financial reporting.
Provides guidance and strategic partnering to the Assistant Dean, Finance and Administration regarding fiscal management, planning of annual budgets and operating plans that supports mission, strategic goals, and core values of the school.
Coordinates the school’s internal annual budget process.
Leads the School’s annual Provost Budget Submission process including the preparation, submission and management of state budget and budget revisions to the Office of Planning and Budgeting.
Maintains and improves financial reporting systems to optimize the School’s ability to manage financial performance within the UW activity-based budgeting environment.
Holds budget authority and responsibility for developing and managing budget for finance and administration.
Acts as a resource for the school on university financial systems, policies, and practices.
Research and prepare budget proposals, narrative analysis and reports for expanding services and/or undertaking new projects, determine fiscal impacts and prepare budget models.
Prepares financial forecasts and leads long-range financial planning. Maintains awareness of relevant national and state trends such as on research funding and academic finances.
Provide oversight and sponsored project expertise and leadership to meet all pre- and post-award management requirements.
Lead the effective and efficient administration of sponsored projects throughout the entire life-cycle, focusing on regulatory compliance, assessment and mitigation of business risk, and enforcement of sponsor/donor and UW/Evans policies and procedures.
Oversee the delivery of high-quality, customer-focused sponsored project management services, interacting with staff and faculty to facilitate successful sponsored project planning and administration.
Serve as proposal manager during periods of high proposal submission volume.
Business Planning Leadership
Directs the preparation, implementation, and interpretation of business analyses for existing programs and new programs, including assessment of staffing needs, financial impact, immediate and future growth, as well as communication to stakeholders.
Provides decision support to the Dean and leaders in developing School policy and position statements. Leads business and operational planning, including projected benefits and consequences of decisions. Helps support an open communication pathway for School through one-on-one and group meetings.
Contributes to the implementation and assessment of the School's strategic plan.
Designs, develops, and manages financial tracking, accounting, and reporting systems.
Manages and prepares reports for School leadership and others regarding the School. Translates complex financial data into general summaries directed toward a diverse audience.
Develops fiscal and administrative strategies for future needs of any proposed Dean's level initiatives and coordinates with departmental administrators on fiscal and administrative strategies for proposed unit-led initiatives.
Tracks and ensures compliance with federal, state and University regulations, policies and procedures related to administrative, human resources, and fiscal issues.
Provides strong leadership and supervision for the finance team, supervising two staff supporting payroll, purchasing, travel, petty cash, accounting, financial reporting, and other business activities.
Implements appropriate management methods and strategies to promote a culture of high performance, accountability, and continuous improvement; works consultatively with UW central administration as needed.
UW Finance Transformation Project Leadership and Change Management
Develop an integrated project plan and structure to support the School’s UWFT change management program. Define timelines for readiness efforts, own the accountability for and drive the School’s team to achieve timely results in concert with UWFT Program’s defined timelines.
Lead the School’s advocacy with UWFT for system design requirements that meet the School’s unique financial challenges and needs. Plan for and lead the mapping of current to future state business processes. Assess and resolve issues, mitigate risks, and escalate problems and risks to UWFT leadership as needed.
Lead School administrative, HR, and finance staff in evolving operations as the UWFT program moves towards launch, and plan for the operational model after UWFT launches. Ensure staff are appropriately trained and prepared to complete work when the new Workday financial system is implemented.
Develop and revise policies and processes key to the success of the UWFT program, user experience, and School effectiveness.
Post-implementation, continue to direct and lead school-wide efforts towards user acceptance and proficiency, advocate with central UWFT for necessary system or other improvements, and analyze and evaluate School policies and procedures to ensure compliance, mitigate risk, and facilitate success in the new system. Develop mastery of system and reporting functions to fulfill responsibilities for school-wide business and operational planning, financial tracking and analysis, and decision support.
Manage, supervise and provide leadership for the Finance team that currently support state and fee-based funds, research proposals, grants and contracts, service agreements, gifts, endowments and operating funds including reconciliation, payroll, purchasing, travel, equipment inventory, equipment insurance, and operations.
Provide leadership in research management, including setting policies, advancing professional development, and driving new staff hiring and growth.
Interview, hire, train, set goals and expectations, review and evaluate performance.
Determine appropriate training and development and where necessary disciplinary action.
Provide cross-training to ensure back-up systems are in place.
Responsible for recruitment, hiring, on-boarding, training and managing 4.0 staff.
Liaison with Department HR on performance reviews and any performance management issues.
Provide excellent role-model for School values and mission; work to build a positive team.
Facilitate team meetings as well as conversations and engagement about diversity, equity, and equity, and inclusion.
Provide opportunities for growth as appropriate; encourage improvement activities.
Role-model professional and team behavior.
Manage employee recognition.
Promote strong links with School staff by encouraging attendance at staff meetings and other School-led activities and events.
Organize and execute staff meetings and trainings.
Serve as backup in the absence of the Assistant Dean, Finance & Administration.
Attend School and Staff meetings as well as serve on the Management Team and other committees/work groups as appropriate.
Manage administrative systems authorizations in ASTRA.
Perform special projects and other related duties as needed.
This position is constantly responding to internal and external requests for information and must be able to meet critical University and other externally imposed deadlines regardless of conflicts, including conflicts with internal priorities, vital approval deadlines (such as payroll) and requests from the Assistant Dean or Dean. An “open door” is expected – making quick, concise and good decisions and responding courteously to questions from faculty, staff, external constituents, and students is part of the daily routine. If essential needs arise, this position must be available before or after normal business hours and on weekends to accommodate meeting schedules, attend events or to complete crucial tasks. The daily schedule is regularly interrupted to attend to urgent issues, respond to inquiries, advise the Assistant Dean, Dean and other leaders, assist staff and review and approve various actions (payroll, personnel, grant proposal, purchases, etc.) among other things. This position must be prepared to act on behalf of the Assistant Dean of Finance and Administration for operational and fiscal issues at any time.
Bachelor’s degree in Business, Accounting, Public Administration, or related field.
Six or more years of increasingly responsible financial and administrative leadership experience in higher education, to include reporting and analyzing financial data, policy development, compliance, and risk mitigation, and advising high-level decision makers.
Four or more years of experience in research administration, managing both pre and post award grants and contracts.
Experience with federal sponsors such as NIH, NSF and USAID as well as nonfederal sponsors such as the Bill & Melinda Gates Foundation.
Experience with a change management project for a large-scale business operations change, e.g., enterprise resource planning (ERP) software implementation.
Excellent written and verbal communications skills.
Exceptional project management and organizational skills, and problem-solving ability.
Proven capacity to effectively manage deadlines and ensure accuracy while responding quickly and appropriately to emerging and/or urgent issues.
Advanced knowledge of Microsoft Office Suite and ability to learn new software.
Ability to supervise and lead a team of staff, as well as motivate, lead, and support the success of unit colleagues to enable School-wide success.
Demonstrated knowledge of the importance of and commitment to diversity, inclusion, and equity, with emphasis on underrepresented communities.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Master’s degree in Business, Accounting, Public Administration, or related field.
Three to five years of increasingly responsible financial and administrative leadership experience at the University of Washington, including utilization of the university's financial systems.
Experience with accrual accounting.
CONDITIONS OF EMPLOYMENT:
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.