AMVETS Jobs

Req #: 244130

Department: EMSA: FINANCE & ADMINISTRATION

Posting Date: 03/20/2025

Closing Info: Closes On 03/27/2025

Salary: $3,749 - $5,010 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-20250130-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.

The EMSA: Finance and Administration has an outstanding opportunity for a Housing & Fiscal Coordinator to join their team. DUTIES & RESPONSIBILITES

Reporting to the Assistant Director of Finance and Administration, this position is responsible for providing administrative and fiscal support to UW Bothell Enrollment Management and Student Affairs (EMSA) division. This position plays a key role in supporting the UW Bothell EMSA departments with Residential Billing, fiscal support, procurement, reimbursements, and special projects.

Residential Housing & Fiscal Support: • Work with staff to complete housing reports requests with supporting documentation, submit student data changes and track financial aid progress with campus partners. • Assist the Assistant Director of Finance and Administration in creating and maintaining quarterly Residential Billing Cycle calendars and maintain meeting minutes. • Work with campus partners in maintaining accurate documentation of ongoing student billing processes. • Reconcile all Residential Billing transactions monthly, ensure proper supporting documentation is on file for each transaction, proactively work with colleagues and campus partners to obtain missing documentation and send final reports to budget owners. • Process payments to vendors promptly according to different invoice requirements and proactively work with staff to follow UW Seattle and UW Bothell procurement policies.

General Duties: • Provide general administrative support for the department including but not limited to coordinating departmental meetings/events, support for hiring committees, staff on-boarding and off-boarding assistance. • Provide administrative support for staff onboarding, including but not limited to I-9 verifications, setting up NetIDs, key requests, computers, phones, and updating directories and org charts, arranging training and introductory meetings, and setting up required systems access. • Execute and continuously improve the billing process for student housing and dining services as the process scales from 500 residents to 1,000 students. • Responsible for following and staying informed of university procurement compliance rules, processes, and standards. Identify and research answers to compliance questions, working with Fiscal and Audit Services and UW Seattle departments as appropriate. Advise EMSA staff regarding basic compliance questions and related University procedures. • Process e-Reimbursements. Assist with procurement of goods and services utilizing the University tools and systems, such as processing reimbursements, non-PO invoices, purchase order payments, and payments to individuals. • Perform activities related to monthly reconciliation of budgets and procurement cards within the Division’s cost center. Interact with individuals and team members in person, via email and/or phone to obtain clarification and documentation. • Utilization of UW online systems, including Workday, Slate, Navigate, Student Database and the Bi Portal system, to perform routine and complex fiscal tasks and/or business analyses. • Attend UW Bothell Program meetings, and UW Seattle meetings and trainings, related to programming and procurement issues and updates. Bring relevant information back to the department and recommend related adjustments to practices and processes. • Function as a back-up for the Enrollment Services front office desk in support of the offices of International Student Services, Office of the Registrar and Financial Aid. • Maintain student and program records in accordance with legal, ethical, and institutional protocols for confidentiality and privacy. Create and maintain spreadsheets and databases to monitor records, collect data, and generate statistical reports. Manage and maintain EMSA computer and phone tracking logs and office locations. • Perform division website maintenance and updates for EMSA SharePoint pages. • Assist with special projects as needed. Other duties as assigned.

Communications & Teamwork: • Communicate project and operational status, updates and issues to management and keep team members informed. • Attend departmental meetings with an ability to convey the project statuses and requests of the team. • Practice active listening skills and be respectful in all communications (verbal, non-verbal and written) to reduce conflicts, strengthen cooperation, and foster understanding. • Interpret and communicate information, ideas and instructions clearly and accurately both verbally and in written materials intended for distribution. • Work independently and collaboratively with manager and team members to create efficiencies, effectively complete work products, projects, and meet deadlines.

MINIMUM REQUIREMENTS

• High school graduation or equivalent AND two years of experience in administrative and financial support OR equivalent education/experience.

Equivalent education and/or experience may substitute for minimum requirements. ADDITIONAL REQUIREMENTS

• Demonstrate curiosity, adaptability, and flexibility. • Champion and positively impact diversity in the workplace and community. • Possess a strong working knowledge of Excel and associated query implementation. • Ability to collaborate with internal and external campus partners across multiple teams and departments. • Ability to work with a diverse constituency including students, staff, faculty, administrators and non-University customers. • Demonstrate excellent customer service skills. • Ability to prioritize multiple responsibilities and adjust schedules to provide back up to the front desk. • Provide demonstrated experience managing and scheduling calendars preferably in Microsoft Outlook. • Proven ability to handle confidential information with a high degree of tact, discretion, diplomacy, and to maintain strict confidentiality. • Possess the ability to professionally manage multiple responsibilities concurrently; ability to work and maintain focus while maintaining a professional demeanor. • Organizational skills to operate within a busy office environment. • Strong interpersonal communication skills. • Proven ability to de-escalate situations and crisis management.

DESIRED REQUIREMENTS

• Working knowledge of UW systems and procedures. • Advanced skills and experience with Microsoft Office Suite, Power BI analytics and fiscal reporting. • Demonstrated analytical and quantitative skills. • Experience with Workday or other enterprise financial/purchasing systems. • Demonstrated experience working with traditionally underrepresented groups. • Experience living or working in a college residence hall is preferred. • Understanding of and the ability to comprehend WA State and Federal laws regarding confidentiality and liability. • Flexible in handling the unexpected and able to maintain personal composure to handle challenging situations and crises.

CONDITIONS OF EMPLOYMENT

• In-person position, 40 hours per week, Monday through Friday during regular business hours, with hybrid eligibility. • Work will be performed across UW Bothell; this role is required to maneuver to different buildings as needed. • Ability to lift/ move 20 pounds regularly and up to 40 pounds occasionally for event set up and logistics. • Occasional, infrequent work outside of normal hours.

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.

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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.