FINANCIAL ANALYST
POSITION PURPOSE
The Department of Comparative Medicine (DCM) is one of 12 basic science departments in the School of Medicine. The mission of the department is to advance knowledge and improve the health and welfare of humans and animals through excellent service support, biomedical research, and teaching.
DCM is the central laboratory animal medicine resource at the University of Washington, supporting over 176,000 assignable square feet of animal facilities with an average daily census in excess of 100,000 animals across multiple species (, rodents, rabbits, swine, amphibians, and zebrafish).
The department employs over 175 individuals who provide a comprehensive range of animal husbandry, veterinary, and laboratory services across numerous vivaria.
The UW animal care program is accredited by AAALAC International and provides services to over 200 principal investigators.
DCM faculty members, post-doctoral researchers, and residents conduct basic and clinical research on a wide range of subjects including, but not limited to, comparative aspects of infectious disease, aging, cancer biology and genetics.
DCM has an opening for a full time Program Operations Analyst (Financial Analyst) for processing complex fiscal analysis and financial reporting for fiscal operations and the department’s animal management system (AOps);
for processing purchasing requests through PurchasePath and Workday; and to provide backup to other fiscal positions in the department.
Reporting to the Administrator, the incumbent should be able to work independently and as part of a team. In this position, it is a necessity to be able to interact with a wide variety of research and office personnel.
The applicant should possess meticulous recordkeeping capabilities.
DUTIES AND RESPONSIBILITIES
Purchasing and Purchasing Analysis (50%) :
Analyze incoming purchase requests in PurchasePath for completeness and, if necessary, contact requesters for more information, official quotes, sole-source documentation, tax exempt statements and appropriate fund source;
follow up with vendors to obtain appropriate supporting documentation and, if necessary, dispute charges.
- Analyze product availability and prices.
- Advise staff of alternatives and recommend purchase of products to best meet their needs.
- Conduct purchasing strategies intended to lower the cost of supplies and materials, services, and capital equipment, and to find less costly alternatives.
- Prepare the documentation required for Tax Exempt purchases and Lease-to-Purchase acquisitions.
- Communicate with vendors for purchasing quotes and orders.
- Place orders with vendors through Workday and using a ProCard; work with School of Medicine Shared Services to complete both catalog and non-catalog purchasing.
- Resolve purchasing problems and initiate corrective action as needed.
- Investigate and correct errors to ensure compliance with department, institutional and granting agency policies and regulations.
- Respond to questions from staff and outside vendors regarding purchases.
- Track purchases using spreadsheets or other electronic systems, including all animal feed and bedding orders; close purchase orders in Workday.
- Prepare and analyze reports pertaining to purchasing (, number of orders placed, dollar volume, contract costs and amortization for preventative maintenance of equipment).
- Modify and maintain record-keeping systems and department purchasing forms for purchases.
- Support development of record-keeping systems and forms related to purchasing.
- Provide orientation to new faculty and staff on University of Washington and Department purchasing policies and procedures.
- Analyze, modify and maintain departmental policies and procedures for purchasing.
- Support development of departmental policies and procedures related to purchasing.
Fiscal Analysis (25%) :
- Analyze, summarize and report on complex fiscal data as related to departmental finances
- Assist the equipment inventory contact for the department; analyze departmental equipment inventory; locate equipment items in administrative offices, facilities, and at off-campus locations.
- Identify and resolve issues prior to entering information in UW systems and the department’s animal management system;
investigate discrepancies and independently resolve errors
- Adhere to University guidelines and policies regarding financial management
- Review and reconcile budgets on a monthly basis, including gathering and attaching supporting documentation; maintain department’s filing system for purchase orders, revenue deposits, and other fiscal related documents
- Analyze, recommend and update procedures to improve work efficiency and accuracy
- Analyze and maintain key distribution and tracking of keys in accordance with departmental policy and procedures
Animal Operations System (AOps) Responsibilities (15%)
- Coordinate Animal Operations system; download and analyze data from AOps; prepare and analyze reports; assists in reviewing and analyze billing activity sheets with the billing specialist as needed
- Participate routinely in project meetings and at monthly workgroups related to AOps system development and maintenance
- Coordinate and resolve issues for animal ordering or other issues using the department’s helpdesks
- Handle assigned data processing in AOps for cage card & weaning activities as assigned
- Reconcile assigned census scanning errors in AOps weekly and at the close of billing monthly
Administrative Support (10%) :
- Perform backup duties to other fiscal positions in the department
- Special assignments as requested by manager
- Other duties as assigned
MINIMUM REQUIREMENTS
Bachelor's degree with major study in accounting, business administration, or related field and two to three years of work experience as a Fiscal Specialist, or equivalent combination of education / experience
Equivalent education / experience will substitute for all minimum qualifications except when there are legal requirements, such as a license / certification / registration.
ADDITIONAL REQUIREMENTS
- Demonstrated experience using personal computers, specifically using spreadsheet, database and word processing software (MS Office).
- Personal computer experience and knowledge must be at an appropriate level to develop applications that will enhance service to departmental faculty, primarily research faculty.
- Keyboard proficiency is required
- Strong analytic skills and attention to detail
- Capability to work in a fast paced, high volume, team environment
DESIRED QUALIFICATIONS
- Working knowledge of the University's Financial Accounting System
- Working knowledge and experience with the Huron Animal Operations system
- Working knowledge of animal ordering policies and procedures
- Basic knowledge of terminology used in biomedical research
- Excellent written, verbal, and interpersonal communication skills
- Efficient time management and organizational skills
- Ability to be flexible and resourceful when problem-solving
- Advanced skills in Microsoft Excel
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