SHARED SERVICES ANALYST--Travel - University of Washington
Seattle, WA 98194
About the Job
Req #: 239747
Department: APPLIED PHYSICS LABORATORY (APL)
Appointing Department Web Address: https://www.apl.washington.edu/
Posting Date: 10/08/2024
Closing Info:
Open Until Filled
Salary: $4541 - $6107 per month
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-summary-classified-staff-greater-than-half-time-20220908\_a11y.pdf)
**_Although open until filled, priority application date is October 25, 2024._**
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 building 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 Business and Finance team at the Applied Physics Laboratory at the University of Washington is hiring - see yourself at APL!
The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world - at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.
Diversity is a core value at the University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member of our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions.
**APL has an outstanding opportunity for a Shared Services Analyst - Travel. This is a** **_Full-Time_** **,** **_Temporary_** **Fixed Duration position.** We are seeking candidates who have experience with providing in-depth customer service, thrive in fast-paced environments, and are proficient with travel, procurement, payroll, and/or finance-related tasks.
The Shared Services Analyst - Travel is a member of the Business and Finance team, where incoming requests for travel support and reimbursement will be sent in from our eight research units and five administrative units, all to be processed in this Shared Services Environment (SSE). The Applied Physics Laboratory (APL) conducts research that frequently involves complicated travel far afield. The Laboratory has an in-house Travel Team, headed by the Travel Operations Compliance Analyst, to conduct this activity and oversees $1.6 million annually in travel and travel-related reimbursements. The Shared Services Analyst - Travel advises and supports staff within the Travel team in their day-to-day activities, performs higher-level, complex Travel activities, provides reporting and data to department research administrators to support budget development and analysis, and acts as a point of contact within the Laboratory for Travel-related questions and concerns. The Shared Services Analyst- Travel is an expert on subject matter pertaining to UW travel, is on the front line of APL-UW travel policies and procedures, and processes travel reimbursements in compliance with all applicable policies and regulations.
**Major Duties and Responsibilities:**
Travel Operations and Booking:
- Manage and coordinate complex and time-sensitive domestic and foreign travel arrangements, including communication with foreign embassies, travel sponsors, and vendors. Oversee and develop travel within budget and prepare appropriate travel forms and contracts as needed.
- Act as primary contact for travel policy guidance, providing support to various stakeholders.
- Conduct training and assist in onboarding for Travel Team members.
- Stay current on travel regulations and advisories and troubleshoot complex issues.
Reimbursement:
- Claims, processes, and tracks the progress of transactions submitted through the APL Purchase Request system following internal processes and procedures. This includes preparing and attaching all relevant documents in a timely manner.
- Evaluate and process Workday Financial reimbursements in accordance with established APL and UW policies, procedures, and processes related to reimbursable expenses and compliance.
- Collaborate on process improvement initiatives with the Travel Operations Team and Travel Operations Compliance Analyst.
Analysis and Reporting:
- Assist with providing reporting and data to research administrators, principal investigators, and cost center managers.
- Collaborate with the Travel Operations Team and Travel Operations Compliance Analyst to develop procedures for travel operations, conduct process reviews, analyze customer service data and other performance metrics, and recommend improvement initiatives to management.
- Perform process and policy research to inform and enhance travel business operations.
- Provide fiscal support to Administrators, Managers, and Shared Services Specialists in OFM.
- Update and maintain documentation on procedures as necessary.
- Ensure source documents are maintained as required by applicable regulations.
- Maintain and modify manual or automated fiscal reporting/tracking processes to meet unit needs.
UW Procurement Card and Central Travel Account Review and Reconciliation:
- Manage UW Central Travel Account and Procurement Card in line with policies, procedures, and processes.
- Review and approve department ProCard transactions.
- Prepare reports, conduct specialized studies and document discrepancies.
**MINIMUM QUALIFICATIONS**
A Bachelor's Degree and two years of work experience providing customer service in a HR, payroll, procurement and/or finance business unit, or equivalent combination of education/experience.
Additional Requirements:
- Experience and familiarity with travel processes.
- Experience and familiarity with providing in-depth customer service.
- Strong problem-solving and customer service skills.
- Ability to manage multiple priorities and mentor peers.
- US Citizenship.
_Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **DESIRABLE QUALIFICATIONS:**
- Experience with Workday Financials.
- Familiarity with the JPMorgan PaymentNet ProCard system.
- Knowledge of Central Travel Account and UW Procurement Card procedures.
- Excellent communication, policy interpretation, and analytical skills.
**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._**
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.
Source : University of Washington