PROGRAM OPERATIONS ANALYST [open to Dept of Dermatology employees only] - University of Washington

Req #: 240482 Department: DEPARTMENT OF DERMATOLOGY Appointing Department Web Address: https://derm.uw.edu/ Posting Date: 10/28/2024 Closing Info: Closes On 11/03/2024 Salary: $5,859 - $6,453 per month Limited Recruitment: Other Limited Recruitment Other: **Open to current UW Department of Dermatology 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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_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. Advancing dermatology with integrity, compassion, and innovation. The Department of Dermatology has an outstanding opportunity for a **Program Operations Analyst** to provide executive-level analysis, planning and recommendations for the Dermatologic Melanoma Research Programs, department operations and endowment budgets in the Department of Dermatology. The Program Operations Analyst is responsible for performing professional operational and budgetary analysis to support optimal decision-making and cost management for the program. This position supports a complex organization of academic and clinical units throughout the Department of Dermatology, located at five teaching hospitals. The Department of Dermatology has an annual clinical and research enterprise of approximately $13MM consisting of clinical revenue, sponsored research, endowments, gifts, state funds and affiliated hospital funding. The Department of Dermatology currently consists of approximately 25 regular & clinical faculty, 13 residents & fellows across multiple sites including University of Washington, Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care Systems (VAPSHCS), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), with expected growth at future sites: Northwest Hospital and Eastside Specialties Clinic. This position requires excellent operational analysis skills, written and oral communication skills, the ability to handle sensitive and confidential information, and project management skills in a constantly changing, high-stress environment. This position must maintain dynamic collaboration and communication with principal investigators, steering committees, industry sponsors, vendors, federal agencies, program and other department staff. The Program Operations Analyst will act independently and on behalf of the program by applying knowledge of departmental, institutional, state, and federal policies and regulations. The Department of Dermatology has a robust cancer research program that collaborates with Fred Hutchinson Cancer Center. The Program Operations Analyst position must be able to facilitate financial collaborations between the entities to further the overall mission of the department. This position is essential in working with faculty, staff, and our partners on fiscal management in order to ensure Department funds are properly budgeted and spent according to budgetary guidelines. **Position Responsibilities:** Financial Analysis, Reporting, & Management (50%) - In support of leadership requests and departmental needs, query data from various UW systems (e.g., BI Portal, Tableau, and Workday) and provide analyses including, but not limited to, Department operation expenses, education programs expenditures, and payroll reports. - Serve as the Department expert on Workday payroll processes. Provide strategic guidance for the Workday system, training staff and faculty on specific processes and work closely with the Finance Manager as well as the Department HR Team. Provide subject matter expertise for design and implementation of new reporting systems to improve accuracy and efficiency of the payroll process. - Manage the process of Salary Costing Allocations, including regular analysis and maintenance of allocations in Workday and Expense Transfers as they relate to Department funds ensuring compliance with salary cap and other compliance issues. Develop and maintain an analysis and tracking tool to adequately support complex allocations. - Analyze and verify salary transfers (PAAs) for the Department and communicate changes to department research administrative staff as they relate to budgets and funding resources. Coordinate with other departments/units and Hospital financial staff for budgets outside of the Department. - Assist with payroll audits and reviews for the Department. Prepares analysis and data reports to assist in interpreting faculty and staff salaries to be used in projecting annual budget. - Oversee communication and independently initiates corrective action for payroll issues ensuring the Department Finance Manager and VCFA are briefed as appropriate. - Collaborate with the finance and leadership team to support the development of the annual budget and operating plan. Manage the annual budget input data for the department. Update and maintain budgeting tools and extract data from systems to provide a basis for budget decisions. - Manage the compliance of procurement activities within the department, serving as the primary approver for departmental procards, and advising the Budget Fiscal Analyst regarding best practices for purchasing. - Responsible for reconciliation of all financial transactions within the department and ensure documentation is clearly and appropriately retained according to University and GAAP procedures. Post-Award Grant Management (35%) - Collaborate with Principal Investigators on monthly budget to actual variations and budget development questions. Serve as a resource for principal investigators and laboratory managers on queries related to the budget, monthly performance and budget to actuals variations. - Coordinate with Department research administration staff to correctly allocate payroll efforts. Continuously review funding allocations for correlation to assigned work. Identify corrective strategies when appropriate - Analyze sub-award invoices prior to payment and ensure invoices are within subaward and purchase order established guidelines - Design and develop financial analysis and reports on a monthly and ad hoc basis including forecasts of grant year-end financial projections. - Manage research and clinical trial invoicing, including development and maintenance of tracking tools for the Department. - Manage and update the research space assignments in the Space Manager database according to departmental effort and facilities cost recapture policies - Monitor award budget activity, investigate all budget issues and report solutions to the Department Finance Manager. - Prepare complex and detailed budget forecasting reports for PIs, Vice Chair of Finance & Administration (VCFA), and program managers to ensure that all grant funding sources are managed to conform with sponsor, institutional, and departmental policies. - Proactively ensure that assigned research subcontracts are executed in a timely manner, including tracking spending, and processes leading to payment of invoices. Project Management & Process Improvement (15%) - Co-manage/monitor the Department's shared Finance inbox with the Budget Fiscal Analyst. - Develop and implement department training and resources for new and existing faculty and staff with regards to Workday and departmental policies and procedures. - Ensure records retention compliance with University policies in the gathering and storing of all financial records. - Based upon direction from leadership or items identified in active processes, identify improvement areas, analyze findings, and pursue more efficient methods and processes with appropriate approvals. - Develop protocols (processes & procedures) and online forms for new processes, and work with the Department Public Information Specialist to ensure proper communication of all new and changed protocols with appropriate leadership approval. - Actively contribute to process improvement in discovery of best practices in the newly created functions in the Workday shared environment. - Provide regular reports and data analytics to leadership team to help steward the department's financial resources. **Requirements include:** - Bachelor's Degree in Business, Accounting or related field and two years of related operational and budget analysis within a large corporate or University environment. - Working knowledge of the following software applications: Excel, and the following UW specific FINANCE management tools: SharePoint, My Financial Desktop, E-procurement, WorkDay, and SAGE. - Strong organizational, communication (written and verbal) and problem solving skills. - Experience with research administration - Excellent oral and written communication skills Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **Desired:** - Work experience in an academic university, clinic, and/or administrative environment. - Experience with UWMC, SLU and HMC campus locations and systems. 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 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.** 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.