ADMINISTRATOR (50% FTE)

    University of Washington
    Seattle, WA
    Full-time, Part-time
    Similar jobs pay $15.47 - $21.77

    Job Description

    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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years.

    The Department of Orthodontics at the School of Dentistry is one of the premier clinical training programs for orthodontists in the country. We provide excellent clinical care in our busy clinics with predoctoral students, graduate students, and faculty providers. The Department of Orthodontics is committed to diversity, equity and inclusion.

    The Department of Orthodontics at the School of Dentistry has an outstanding opportunity for a part-time (50% FTE) Administrator.

    Serves as financial and administrative manager, the Administrator in the Department of Orthodontics is responsible for developing and directing the long-range strategic business plan collaborating with the Chair. This includes preparation of business analyses, proposals, implementation plans for new programs, and the design and implementation of changes to existing programs. The Administrator is directly accountable to Chair and Clinic Director of the Department of Orthodontics for the successful accomplishment of these tasks.

    The Department of Orthodontics in the School of Dentistry, has 71 personnel: (10 core faculty, 36 affiliate faculty, 10 staff, and 15 graduate students). The Administrator must continually refine and develop a departmental administrative structure that provides the necessary level of support services needed for the Department's continued success.

    The University has a large and complex personnel system. The Administrator must understand and appropriately implement the varied policies and procedures for faculty, classified staff, professional staff, visiting scholars, temporary staff, volunteers and other personnel. This requires close interaction and uniformity with the Department and School of Dentistry HR efforts. Specifically, the Administrator will:
  • Ensure the Department's personnel employment activities and practices are in compliance with Department, School, University and State personnel policies and procedures.
  • Oversee the hiring of all professional, classified and hourly staff for the Department and Clinic.
  • Provide advice and counsel to hiring managers of personnel decisions. Initiate, review, and recommend personnel actions including promotions, salary actions, employee performance evaluations, training and terminations for staff personnel. Interview, select and evaluate the performance of the staff that directly report to the Administrator. Provide oversight and assistance for Department's faculty in hiring support personnel and administrative personnel.
  • Ensure the correct and proper maintenance of Department's personnel files and related supporting documents. Ensures appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations.
  • Counsel employees and supervisors to resolve employee relations issues; initiate and follow through with progressive disciplinary actions when appropriate.
  • When necessary, represent the Department's in complaints and grievance activities.
  • Arrange for training, evaluation and performance needs of staff including HIPAA and compliance information systems security requirements.

    FINANCIAL RESPONSIBILITIES
  • Responsible for the fiscal management of financial resources (e.g., state funds, grants and contracts, and gift accounts) for the Department, including financial planning, budgeting and accounting functions of the academic and the clinic unit. The Administrator has decision-making authority, and must exercise independent judgment to facilitate the optimal use of division resources.
  • Establishes the department's financial management policies, coordinates the preparation of regular financial reporting which is provided to the Department's Chair and Clinic Director.
  • Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies. Designs, implements and ensures currency of procedures and documentation to assure fiscal compliance with University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel.
  • Provides the planning, budgeting and accounting functions for the Department's operating budgets, clinic budget, grants and gift budgets, applying appropriate stewardship of available funding streams.
  • Manages these budgets to assure compliance with the complex University, State and Federal requirements.
  • Responsible for sponsored research administration including coordinating the preparation of research grants and contract proposals for the Department's faculty.
  • Assist with grant renewals and anticipate renewal dates. Assist with post award financial planning and reporting.
  • Executes payroll functions for all paid employees (faculty, staff, hourly, work-study students.
  • Oversees immunization and compliance requirements.
  • Prepare thank you letters to donors and maintain records for financial reporting.
  • Provide guidance and counsel to faculty and staff to help facilitate the Department's ability to achieve scientific and educational goals
  • Administer the process for the allocation of funding of faculty salaries.
  • Reconciles the Procard Users on a monthly basis and prepares certificate reports.
  • Obtains that faculty approves Quarterly Grant Certification reports and maintain records.
  • Ensure that faculty certifies Faculty Effort Reports every quarter.
  • Manages the Visiting Scholar and Visiting International Students In Education Research (VISER) Programs in the department. Oversees the application process, collects and deposit appropriate fees and ensures visa preparations is processed in a timely fashion. Provides on-boarding for international faculty.
  • Monitor that preparation of monthly Axium reports are being produced. Analyze and recommend action concerning clinical productivity and billing activities with Clinic Manager and Director.
  • Assist in patient management reporting systems to facilitate the Clinic Director and Manager's ability to monitor the clinical operations.

    SPACE AND FACILITIES ADMINISTRATION
  • Administer remodeling projects including development of design, implementation, relocation and coordination of the project. Oversees that projects are within budgeted amounts and timeline.
  • Work collaboratively with staff to develop and manage capital equipment/assets plan to assure equipment within Department's is appropriate, as technology and market needs change.
  • Maintain space management system.

    HUMAN RESOURCES MANAGEMENT:
  • Responsible for all Faculty and Staff HR and executes payroll activities
  • Fiscal Management of operating budgets, grants, contracts and clinical funds
  • Directly supervise staff accountable for the following:

    -Fiscal management

    -Research grant support

    -Education and training including

    -Visiting Scholar & VISER programs

    -Information Systems, computers, equipment

    -Facilities Administrative support

    -Clinical revenue cycle management

    -Affiliate faculty appointments and reappointments

    -Graduate Students on-boarding and research awards

    -Facilitate the development of education for faculty, Graduate students and staff for compliance matters, to include HIPAA and other SOD compliance.

    REQUIREMENTS:
  • Bachelor's degree in Business Administration or related field.
  • At least 5 years progressively responsible administrative, fiscal and human resource/personnel experience, to include supervisory experience.
  • Demonstrated organizational management and planning skills; demonstrated ability to establish priorities and to manage projects with attention to detail, accuracy, and timeliness.
  • Demonstrated ability to learn, initiate, evaluate, develop and improve upon processes and procedures.
  • Demonstrated fiscal management, analysis, and reporting skills and experience.
  • Demonstrated ability to use judgment and resourcefulness to resolve issues effectively, independently and collaboratively.
  • Well-developed interpersonal skills, including the ability to communicate effectively (both verbally and in writing); to listen to and respond to people from diverse backgrounds and at all levels; and to develop productive, ongoing working relationships.
  • Demonstrated capacity for team and personnel management, development, and leadership
  • Demonstrated ability to work in and across complex organizational and administrative systems (eg, for reporting, processing, tracking) and to learn new systems and technology as required for the job
  • Demonstrated Commitment to Diversity.
  • Strong working knowledge of Microsoft Office 365 suite of programs including Outlook, Word, and Excel.

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

    DESIRED SKILLS/EXPERIENCE:
  • Five years of experience of UW systems (MyFD, UW Hires, ARIBA,Sage, Work Day, Visiting Scholar J1 visas, Journal vouchers).
  • Experience/proficiency with a computerized dental management system
  • Experience with budget projections and planning
  • Experience with Key Process Improvements (KPI)

    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.
  • 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.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.

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    Posting ID: 552776266Posted: 2020-05-21