Req #: 233823

Department: UNDERGRADUATE ACADEMIC AFFAIRS

Posting Date: 05/01/2024

Closing Info: Closes On 05/16/2024

Salary: $13,500-$14,500 per month

Limited Recruitment: Open to UW Employees only

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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.

Undergraduate Academic Affairs (UAA) shapes, advances and stewards a world-class undergraduate academic experience for students at the University of Washington. Staff, faculty and students in UAA deepen and enrich the learning experience for all undergraduates, recognizing and supporting the unique learning path of each individual student and the commitment of each academic program to excellence in learning and teaching.

The Assistant Dean of Finance & Administration provides administrative support to the UAA Dean and Vice Provost on all phases of administration and operations; advises the Dean of policy issues and problem areas, recommending solutions; provides advice and direction on University/state/federal rules, regulations and laws; represents the Dean and Vice Provost with faculty, staff, students, college offices and central units; provides direction and advice on best practices to departmental directors; is a member of the UAA’s Executive Staff sharing in the governance of the division; leads an administrative team; and ensures procedures and practices conform to University requirements.

This position establishes and implements policies and procedures for budgeting, financial management, grant and contract management, generally accepted accounting practices, university rules/requirements/procedures, human resources procedures, facilities and space planning, and administrative systems and ensures compliance with University/state/federal rules and regulations. This position leads a team of Financial Managers, an Administrative Systems Manager and a Human Resources Director in supporting the fiscal, HR and operational needs of 19 departments within UAA. The diversity of the support provided to these departments requires a broad-based knowledge of fund accounting/GOF & DOF budgets, grants/contracts, discretionary budgets, endowments and related restrictions, federal/state administrative laws, OMB A-21 for rules pertaining to grants/contracts, federal and state laws pertaining to human resources, city/county/federal rules pertaining to environmental health and safety issues/requirements, and knowledge of functions and services provided by University units. The position also acts as a senior member of the division, sharing responsibility for its governance, smooth functioning and development and implementation of strategic goals.

DUTIES AND RESPONSIBILITIES Financial Management 40%

• Serve as unit liaison with UW central administrative units.

• Manage the state budget allocation process.

• Prepare and submit budget requests and project proposals on behalf of UAA.

• Review and approve budget revisions for all UAA units including allocation transfers to UW schools and colleges.

• Lead the annual Adaptive planning and entry process for UAA.

• Review Adaptive entries and prepare annual budget report for Provost’s Office and attend annual budget meeting with Provost.

• Manage annual merit increase process for professional staff.

• Represent UAA at monthly academic administrator meetings and admin council meetings.

• Act as UAA’s lead for the UW Financial Transformation.

• Act as unit lead in fiscal affairs.

• Participate in strategic planning and policy development and implement policies and practices consistent with UAA priorities.

• Provide financial analysis and research for UAA leadership.

• Forecast financial performance of UAA and provide scenario modeling to provide data for decision-making.

• Review self-sustaining departmental requests for fee adjustments.

• Work with UAA’s development officer to ensure a consistent and timely processing and spending of gifts to the unit.

• Review and approve travel requests and administrative forms from departments.

• Review and approve grant proposals.

• Review and approve contracts with outside vendors/clients.

• Ensure appropriate internal control and audits are in place and the unit is in compliance with University rules and regulations.

• Act as adviser to Dean in all areas of fiscal management.

• Establish and manage Dean’s Office budgets & UW central budgets.

• Forecast expenditures and prepare financial reports for Dean.

• Prepare cost estimates.

• Monitor unit spending.

• Allocate and approve expenditures based on priorities.

• Recommend funding strategies.

• Reconcile budgets.

• Keep appropriate financial records according to UW records retention schedule.

• Manage Race & Equity Initiative funding for campus-wide disbursals.

• Manage Othello-UW Commons commitments from campus partners and yearly funding of the location and programming.

• Establish and maintain annual process for funding requests from UAA departments to Dean’s Office, providing information and recommendations to the Dean for his decision-making.

• Manage UAA’s newly established shared environment.- Oversee unit-wide procurement.- Oversee monthly reconciliation of procard purchasing.- Approve Workday appropriate Workday transactions.- Write policies/procedures for internal UAA purchasing controls and work with directors/departments to ensure compliance with UW and outside rules/regulations.Executive Level Responsibilities 40%

• Act as member of UAA’s Executive Staff to provide overall governance of UAA in collaboration with unit directors.

• Take lead on successful accomplishment of three priorities of the UAA strategic plan, including convening and leading tactical teams dedicated to identifying and implementing appropriate tactics.

• Hire, train, supervise and conduct performance reviews for the Administrative Systems Manager, four Financial Managers and HR Director.

• Exercise budget authority over central budgets supporting administrative staff.

• Convene regular meetings of UAA Financial Managers and HR Director to set goals, share information and resources and work on common issues.

• Review organizational efficiencies and effectiveness and make recommendations for changes.

• Develop fiscal policies for UAA to ensure continued fiscal health for division and ability to grow and innovate.

• Review HR practices, ensuring equity and compliance with regulations.

• Act as resource and back-up for all support staff.

• Act as point of contact for all UW-wide initiatives/data requests involving administrative response, disseminating information and requests to administrative staff, collecting responses and consolidating reports back to UW central offices.

• Conduct program reviews to ensure organizational effectiveness and efficiency.

• Lead UAA Administrative Team.Human Resources Oversight 10%

• Supervise and serve as backup to HR Director to fulfill HR goals for UAA.

• Ensure all departments have effective and efficient human resources systems in places for all employees.

• Grow and foster a strong and diverse workplace environment consistent with the values and mission of UAA.

• Develop, interpret and implement HR policies in UAA.

• Develop, implement and assess HR-related tactics that work to fulfill UAA’s strategic priority of institutionalizing equity-focused staffing practices.

• Assume HR Partner security role within Workday.

• Serve as adviser to Dean for all HR-related issues.Operations Management 10%

• Serve as backup to the Building Coordinator and Safety Director for Mary Gates Hall and UAA to ensure a safe, well-functioning and welcoming environment.

• Ensure compliance with Environmental Health & Safety regulations.

• Create a building safety plan and distribute to all offices within Mary Gates.

• Train staff on safety procedures.

• Create safety plan specific to Dean’s Suite and coordinate the creation of suite safety plans for the division.

• Schedule and coordinate annual emergency evacuation and safety drills and act as senior floor warden.

• Determine appropriate space needs.

• Resolve building issues in unassigned building areas.

• Act as liaison with Housing & Food Service regarding building vending machines.

• Act as liaison with Custodial Services regarding any cleanliness issues.

• Act as liaison with Facilities Services for any maintenance issues.

• Act as liaison with Academic Technologies for classroom access issues and assigned events.

• Act as liaison with UW Police Department on building safety issues.

• Assign access to rooms and suites using CAAMS system.All UAA Staff will demonstrate and integrate the following Undergraduate Academic Affairs Competencies:

• Accountability and Integrity

• Race, Equity, and Difference

• Constituent Focus

• Collaboration and Teamwork MINIMUM REQUIREMENTS

• Bachelor’s degree and nine or more years of combined experience in financial management and human resources administration.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Excellent written and oral communication skills.

• High degree of professionalism, integrity and ownership; must be customer-committed and results-oriented.

• Ability to work collaboratively and in partnership with leadership within the division as well as across campus.

• Demonstrated problem-solving skills and strategic visioning.

• Ability to understand varying operational models and apply financial analysis expertise to assist in decision-making.

• Experience with process improvement and organizational effectiveness implementation.

• Commitment to advancing diversity, equity and access initiatives.

• Proficiency with Microsoft Office software with a strong background in Excel.

• Supervisory experience. DESIRED QUALIFICATIONS

• Advanced degree in business administration, finance, public administration or related field.

• Working knowledge of the UW financial accounting and HR/payroll systems.

• Senior administrative experience in a higher education setting. 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.