Shire Jobs

Req #: 239695

Department: COLLEGE OF ENGINEERING

Appointing Department Web Address: https://gix.uw.edu/

Job Location Detail: Hybrid eligible schedule

Posting Date: 10/15/2024

Closing Info: Open Until Filled

Salary: $6,250 - $7,500 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-professional-staff-librarians-academic-staff-20230701_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 Department of Global Innovation Exchange has an outstanding opportunity for an Assistant Director of Finance and Operations to join their team. POSITION PURPOSE The Assistant Director of Finance and Operations is a key member of the University of Washington's Global Innovation Exchange (GIX), chiefly responsible for all finances, procurement, facility operations, tenant relations, and reception team management for the GIX 100,000 square foot, off-campus facility, with multiple tenants. The comprehensive range of duties involves the management of finances, purchasing, projects, public-facing customer and contractor relations, and many administrative functions. This position leads the administration of financial and operational services, as well as the development of operational strategies, planning and management of facilities, budgets, and other resources. The individual in this position will serve in a variety of administrative roles and must demonstrate operational savvy, flexibility, customer service orientation, business acumen, administrative judgment, and strong communication skills. The position reports to the GIX Director of Finance and Operations.

POSITION COMPLEXITIES The position requires a high degree of personal initiative, strong communication skills, ability to organize and prioritize tasks to ensure smooth workflow, high work standards, and a high interest in providing strong customer service within an expanding and evolving operation, which supports a large number of academic programs, high-profile events, initiatives, and corporate tenants. The position regularly encounters new administrative problems and challenges related to working in a fast-paced, interdisciplinary environment. The individual in this position must have the ability to act independently, responsibly and creatively, with general direction from GIX leadership and within the relevant policies of the University of Washington.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY The individual in this position facilitates the smooth functioning of financial services and operations supporting GIX by providing responsive, independent, and effective administrative support in a professional manner. The position frequently acts as a liaison communicating on the Director’s behalf with senior leaders, faculty, and staff at other units within the university, as well as with representatives of government agencies, professional organizations, and businesses outside the University.

DUTIES AND RESPONSIBILITIES Fiscal

• Develop and execute processes that support all financial transactions at GIX, including procurement, tracking, recording, and reconciliation. This includes monitoring both revenue and expenditures.

• Create and maintain systems to ensure fiscal transactions are submitted, tracked, and completed for the GIX team.

• Train staff, instructors, course assistants, and students on how to appropriately purchase items and obtain reimbursements.

• Review credit card (procard) purchases, requests for purchases, and travel requests for accuracy and completeness. Pass them to relevant offices for approval, review, and payment.

• Resolve issues, allocate purchases to the proper budget and category, and ensure compliance with policies, rules, and regulations.

• Maintain a tracking system to ensure all transactions are completed in a timely manner.

• Review expense and revenue transactions to ensure they are charged to appropriate budgets and reconciled in a timely manner.

• Maintain electronic filing systems and scanning procedures. Ensure purchasing-related resources online are up to date.

• Manage student purchasing processes; interact with students and teams to troubleshoot purchasing problems.

• Provide quarterly training and maintain tracking systems to ensure all purchases and reimbursements are completed by students.

• Manage accounting and deposits of revenue in the form of cash, checks, wire transactions, and credit card payments. Create invoices and process credit card payments to GIX.

• Establish and maintain systems for invoicing, billing, and tracking revenue.

• Track the distribution of research incentives for tax reporting.

• Manage and complete complex international travel arrangements for directors and occasional visitors.

• Arrange itineraries, visas, and travel documents, and ensure billing is completed in an appropriate and timely manner according to policy.

• Prepare and submit travel expense reports.

• Ensure proper use and documentation of the CTA (Central Travel Account) card for GIX staff, instructors, students, or guests.

• Process administrative expenses, enter data into databases, coordinate expense approvals, resolve issues, and allocate purchases to the proper budget and category to ensure compliance.

• Develop and implement fiscal procedures to increase efficiencies.

• Serve as the financial point of contact for other University of Washington schools and departments for fiscal transactions, such as the transfer of funds.

• Track, execute, and keep records of these transactions.

• Lead quarterly budget meetings with program heads to report on spending compared to annual budget projections.

• Track and provide quarterly reports on revenue streams.

• Provide financial training to staff and program heads to ensure proper systems and processes are upheld (for onboarding new staff, department head changes, and financial transformations).

• Organize quarterly budget meetings with program heads to analyze spending patterns and return on investment (ROI).Facility Operations, Security, Safety, and Emergency Management & Tenant Liaison

• Serve as the primary administrative contact for all office and retail tenants, overseeing related functions.

• Implement processes for continuous improvement in efficiency, service quality, security, safety, and facility operations.

• Coordinate biweekly operations check-ins with staff to collect feedback, process improvements, and ensure communication.

• Ensure efficient kitchen operations by monitoring supplies, updating policies, and maintaining equipment.

• Coordinate biweekly orders for coffee and kitchen supplies, and ensure vending machines are stocked.

• Regularly review and update facility and parking garage signage for accuracy and relevance.

• Maintain access to building systems, working with central UW offices and the landlord to manage access levels and time schedules.

• Issue access cards and respond to access requests as needed.

• Serve as essential personnel and building safety manager by coordinating annual evacuation drills, training floor wardens, and maintaining up-to-date signage and safety gear.

• Prepare and manage the annual facilities budget and review transactions in a timely manner.

• Manage facility service contracts, security services, and tenant subcontracts.

• Oversee contract negotiation, execution, and compliance.

• Act as the first point of contact for maintenance issues, vendor inquiries, deliveries, and installations.

• Report building issues to the management company/engineer and ensure they are addressed.

• Support the Operations Director by working with real estate offices or commercial real estate providers on client tours, marketing, and space inquiries.

• Serve as the primary point of contact for tenants. Maintain the tenant onboarding process and ensure tenants are notified of important events, policies, or schedule changes.

• Coordinate with colleagues on tenant invitations to events and volunteer opportunities.

• Provide event support as needed.

• Represent GIX at biweekly meetings with the landlord's facility management company and other facility-related meetings.

• Manage garage access, security, usage, and operations.

• Plan for facility and operational needs in case of relocation to another site.

• Serve as the point of contact for UW departments or companies regularly using GIX facilities for courses.

• Oversee booking and tracking of conference room reservations for daily facility users.

• Develop and maintain an inventory system for GIX supplies, equipment, and furniture.

• Provide operational support for Prototyping Lab staff for visitor lab access onboarding.Reception Team Supervision and Reception Desk Operations Management

• Supervise the reception desk, ensuring a welcoming, secure environment for building occupants and guests.

• Lead team efforts in large event coordination.

• Supervise up to three student workers to ensure professional front-desk service.

• Provide performance feedback, approve timesheets, and assign special projects when time permits.

• Hire and supervise the Administrative Services Coordinator (1 FTE) to assist with reception coverage, mail management, purchasing, travel arrangements, event support, and onboarding of employees, instructors, and teaching assistants.

• Generate reception desk staffing schedules to ensure full coverage during building hours.

• Provide backup for front desk coverage when needed and assist with large events.

• Oversee reception desk operations, ensuring attentiveness to guests and proper security protocol. Maintain manuals and procedures for the effective functioning of the reception desk.

• Ensure reception staff are trained to manage tenant inquiries and provide services to tenants and their guests.

• Provide logistical and procurement support for GIX programs, events, and visits.

• Coordinate the reception team's support for large events, including setting up event spaces, creating briefing documents, and post-event clean-up.

• Lead and provide administrative support for tours, meetings, and delegation visits, as needed.Internal Communications and Operations Management

• Create and manage processes and tools for tracking fiscal transactions, processing revenue, and supporting internal communication.

• Create and maintain internal communications tools and processes, including onboarding and offboarding forms for staff, faculty, and students.

• Manage lists and methods of internal communication, develop content, and update relevant portions of the website and Teams channels.

• Add and update organization contracts and agreements for digital signature.

• Communicate to GIX staff and tenants any updates related to building closure due to holidays, inclement weather, or for any other reason.

• Serve as a backup to the Director of Finance and Operations and the Assistant Director of Technology Services.

• Perform other duties as assigned. Lead Responsibilities

• Hire and supervise staff (1 FTE) and four student workers to provide highly professional front-desk service on a daily basis.

• Evaluate, provide performance feedback, and approve timesheets and wages.

• Determine ongoing and recurring tasks and assign special projects. MINIMUM REQUIREMENTS

• Bachelor's degree in Business Administration, Communication, Finance, or any Social Science

• At least four years of experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Strong written communication skills.

• Program management, Organizational Leadership, Budget and Financial Tracking.

• Skilled with Microsoft Word, Excel, PowerPoint, SharePoint, DocuSign, and Adobe Acrobat Professional DESIRED QUALIFICATIONS

• Prior work experience with University accounting and fiscal procedures and knowledge of relevant policies. CONDITITONS OF EMPLOYMENT

• Occasional work outside of business hours to support event or facility needs. Sometimes requires lifting up to 50 pounds. Application Process: The application process 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 access 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.