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SHARED ENVIRONMENT MANAGER

Employer
University of Washington
Location
Seattle, Washington, US
Salary
Competitive
Closing date
Oct 11, 2022

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Sector
Academic / Research
Field
Conservation science
Discipline
Energy
Salary Type
Salary
Employment Type
Full time
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If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content

Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.

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.

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.

UW School of Medicine (SOM) is the only medical school directly serving the states of Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). The SoM is comprised of 31 basic science and clinical departments and has over $2.2 Billion in revenue and annual expenses in support of its research, educational and clinical activities and programs. The SoM has a total enrollment of over 1,100 medical students, 1,500 students pursuing the Doctor of Medicine degree, 2,700 full time faculty members and over 4,000 staff.

The School of Medicine's Dean's Office has an outstanding opportunity for a Shared Environment Manager to join their team.

The Shared Environment Manager (payroll title: Assistant Director) will be responsible to develop and manage a new centralized shared environment (service) across the SoM that will be operational July 2023 to support key business processing including purchasing, travel and expense reimbursement, external invoicing, journal vouchers and grant close out process. With the University of Washington launching Workday Financials in July 2023, the new financial system will require a centralized business unit to support and manage these business processes.

This position will be responsible to complete the design process, complete the customer service model and staff the shared environment to support all 31 SoM Departments and other business units. The units initial size is expected to exceed 25+ FTE to support the centralized business processes. The position will be responsible to support and follow UW wide business processes and support compliance with state, federal, University, and School of Medicine policies and procedures.

DUTIES AND RESPONSIBILITIES

Management and oversight
Serve as primary point of contact and liaison to 31 Departments and Dean's Office for issues related to services provides by Shared Environment Team.
Manage Shared Environment staff of shared environment specialists processing high volume transactions in anticipated following areas:
• Purchasing (Non-Catalogue / blanket Purchase orders and large or complex purchasing requiring bid process or other complexity)
• Travel and reimbursement compliance
• External Invoicing process
• Creation and approval of journal vouchers to support SoM business and reporting processes
• Faculty Effort Certification (FEC) and or grant close-out business processes
• Additional processes as determined though ongoing design, implementation, and stabilization
Develop group training to relevant personnel related to policies and procedures for areas of support. This would include interpreting and advising SoM Department and Deans Office unit managers and fiscal specialist staff on compliance with university, state, federal, and SoM complex financial policies and procedures.
Develop expertise to support individual units and develop teams to support groups of Departments or units to create consistency in the customer services and leveraging expertise of team members.
Establish the team within critical deadlines with a focus on accuracy, timeliness, and excellent customer service. Responsibilities include, interviewing, hiring, staff training and development, understanding and prioritizing staff workflow to maximize productivity, developing staff performance criteria, and in conjunction with the Dean's Office Human Resources unit perform disciplinary actions, counseling of employees to improve group communication and time management.
Align with other UW support processes and systems to maximize the shared environment team and business processes. If needed, develop business processes and or support systems to ensure the overall effectiveness of the shared environment team and business processes if UW standard tools are insufficient.
Other responsibilities as needed to develop effective, hi-functioning team.

Planning and Analysis

Prior to July 1, 2023
Lead the design of the service model that is accountable to the 31 Departments and other Deans Office business units for each major business process workstream.
Liaise between the SoM leadership and the UWFT team to better understand the future state business practices and work to modify and update the staffing plan as additional information is learned during testing and training prior to Go Live on July 1, 2023.
Partner with the departments and units to establish appropriate management/oversight structure for fiscal transactions.
Consult with SOM leadership in the business process design and staffing plan for the Shared Environment Team.
Develop Dean's Office goals, objectives, policies, and procedures related to each business process to support. This would include, but not limited to, developing, and maintaining the necessary training materials and procedure manuals.
Recruitment of staff for the new shared environment.

Post July 1, 2023
Ensure proper internal controls are in place, analyze operations for effectiveness, and as needed develop plans for continuous improvement, communicate with management, execute plan, monitor improvement, and report back to management.
Review and assess the organizational structure and staffing levels necessary for the team to be an effective and efficient team. Propose and implement improvements as needed.
Develop and track necessary metrics to track productivity and ensure staffing is maintained to support customer service goals/metrics.
Analyze financial systems and processes, and where appropriate, provide and coordinate revisions to those systems.

MINIMUM REQUIREMENTS
Master's degree in business administration, finance, accounting or related field.
Three years demonstrated experience in managerial or leadership role.

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

ADDITIONAL REQUIREMENTS
Demonstrated ability or experience to work with senior leadership as well as all levels of staff and must be able to communicate effectively (written and oral) to all.
Ability to work independently and exercise decision-making authority.
Strong organizational skills to prioritize workload.
Experience in leadership and management and supervision of a team.
Strong and successful background in process development and improvement, strategic planning, change management.
Demonstrated success using Lean or similar process improvement tools.
A strong blend of technical/process design skills, leadership, group facilitation and communication skills.
Ability to interpret and communicate to others complex policies and procedures.
Proven leadership and strong communication skills.
Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
Demonstrated experience of successful handling of multiple projects with critical deadlines.
Detailed understanding of financial audit controls.

DESIRED QUALIFICATIONS
Three years or more of experience in a major medical school or academic medical center, including experience in financial operations management.
Specific knowledge of the University of Washington's financial policies and procedures and systems.
Prior experience in a managing a shared environment.
Prior experience with Workday.

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.

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 .

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.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .
COVID-19 VACCINATION REQUIREMENT
Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.
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