ASSISTANT DIRECTOR, SELF-SUSTAINING AND FACILITIES
Apply NowCompany: University of Washington
Location: Seattle, WA 98115
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.
The UW School of Medicine has an outstanding opportunity for an Assistant Director to join their team.
The University of Washington School of Medicine (SoM) is nationally and internationally recognized for excellent programs in clinical care, teaching, and research activities. The SoM is comprised of 32 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.
POSITION PURPOSE
The Assistant Director, Self-Sustaining and Facilities (Assistant Director) is the financial and compliance subject matter expert for SoM's Service & Recharge Centers (centers) and auxiliary activities for a combined budget of $360M. The position works with SoM leadership including Chairs, Finance Vice Chairs, & Principal Investigators to evaluate new center opportunities, develop appropriate rates, and to ensure the centers financial operations comply with all applicable regulations and policies both internal and external to UW. In addition, this position manages SoM's $77M facilities budget.
Responsibilities include development of policies and procedures, internal control over compliance, and reviews of centers' rate methodologies to ensure compliance with Federal regulations. Evaluation and review of complex fiscal analyses may include, but is not limited to, program income rate reviews, revenue rate methodology reviews and other budget/rate reviews at the request of SoM leadership or Management Accounting and Analysis (MAA). Additional responsibilities include support of the development, compilation, and completion of the UW Facilities and Administrative (F&A) rate proposal in accordance with the Office of Management and Budget (OMB) Uniform Guidance including associated internal and external data requests. In addition, the Assistant Director has substantial responsibility providing advice and direction to department leadership on new centers, training of departmental center management, technical analysis, and participation on teams with central UW groups responding to resolution of technical issues as well as providing input on responses to internal and external audits. Finally, this position supports financial reporting and budgeting of SoM Facilities, including major repairs and maintenance efforts as well as capital projects.
The $360M this position manages is 20% of SoM's total budget. Position complexities include evaluation of center's plans and the impact on the SoM fiscal environment. Must understand how to structure SoM centers to comply with multiple UW office requirements (Management Accounting and Analysis (MAA); Office of Planning and Budgeting (OPB); Office of Sponsored Programs OSP); Financial Accounting, and Treasury) as well as external requirements. Departmental plans for specialized or large centers often include multiple departments and multiple fund sources including internal or external financing, as well as complex usage and break-even analysis. The Assistant Director may provide project management for large or complex centers. Policies and procedures may require revisions based on changing university policies or changes in Federal or State regulations. Work with SoM Business Unit and central offices to evaluate department contracts to determine if they are sponsored programs or goods and services agreements. Provide critical support to MAA in the development of the UW's F&A rates, requiring strong knowledge of federal costing principles, exceptional technical and cost accounting knowledge, strong understanding of the UW's financial system and other vital institutional systems.
The Assistant Director is responsible for approval of department requests for creation of self-sustaining centers and continuation of existing centers which can have a material impact on the financial condition of the SoM. This position works closely with department leadership including Chairs, Finance Vice Chairs, Principal Investigators, and other staff to analyze the financial impact to the center, department, SoM, and University. The Assistant Director reviews contracts, works with SoM Business Unit and Office of Sponsored Programs to determine contract status, i.e. sponsored program or goods and services contract. Reviews and approves costing methodologies and compliance from relatively small to multi-million-dollar centers. Particular care is given to larger centers and those with a large customer base who pay with Federal funding sources, primarily sponsored grants and contracts. Review and evaluation of rate proposals and methodologies is primarily driven by the likelihood of resulting rate charges being made directly to sponsored agreements. Position represents SoM centers in meetings with central offices such as MAA, OPB, OSP and Financial Accounting. The FY 2023 SoM F&A recovery on sponsored research was $195M. This position provides additional technical support to the University's MAA group, and under MAA guidance, directs and manages the SoM activities necessary to develop the on-campus and South Lake Union F&A rates. If the methodology of the rates proposed by this position do not meet federal or state policies, the financial and reputational impact to the University would be significant.
DUTIES AND RESPONSIBILITIES
Accounting and Analysis (30%):
Review and approve SoM service and recharge center rate proposals.
Evaluate and review complex fiscal analyses. Includes but is not limited to program income rate reviews, revenue rate methodology reviews and other budget/rate reviews at the request of leadership. This includes fiscal analyses in support of F&A data requests and proposal development.
Review and revise contracts with external entities, including center customers, suppliers, and financial institutions if equipment financing is required, to evaluate the financial impact of the activity to the department, the SoM, and the UW.
Review, assess and, as necessary, request changes to various costing methodologies to ensure compliance with Federal, State and University policies and regulations. Review and evaluation of rate proposals and methodologies is primarily driven by the likelihood of resulting rate charges to direct charge sponsored agreements.
Review non-financial information, including but not limited to factors such as center utilization and space occupied, during the rate proposal approval process.
Evaluate financial reports submitted by centers for compliance with Federal, State, University and SoM policies and regulations.
Represent centers' progress on deficit resolution at UW deficit meetings when applicable.
Review service and recharge center reports on a regular basis to determine financial health and stability and work with center and department management to prevent negative financial performance from occurring.
Examine, analyze, and provide recommendations on deficit resolution plans for service and recharge centers.
Consulting/Training (25%):
Meet with center and department leadership to discuss and evaluate new center opportunities, on as-needed basis. This position will advise SoM leadership on the viability of the proposed center and will represent the SoM and the center for central UW approval. This can involve simple centers, or large, multi-million-dollar centers with multiple funding sources including grants, gifts, and loans from internal UW or external financial institutions. Larger centers involve providing direction, coordination and often project management skills, and coordination with the department, SoM dean's office, MAA, OPB, OSP, Financial Accounting and Treasury, depending on the complexity of the proposed center.
Provide guidance to SoM centers on technical, complex compliance questions/issues related to Federal, State, University, and other applicable policies and regulations. This includes associated complex technical compliance questions, interpretations of associated Federal, State, University and other applicable policies and procedures.
Offer one-on-one training to new and or existing center management and staff.
Maintain knowledge of higher education best practices in self-sustaining and sponsored program administration by attending industry training events such as those provided by WACBO, NACUBO, or NCURA.
Policy and Procedure Development and Compliance (15%):
Develop and maintain a comprehensive set of policies and procedures to facilitate the review and approval of new SoM centers, also management and in some cases closure of existing centers.
Develop and maintain various compliance guidelines, forms, templates, and other tools to aid units in the establishment and ongoing management of center financials. Develop SoM specific materials, as well as work with MAA to develop, evaluate and test MAA-prepared guidelines forms and templates.
Proactively identify and research emerging center issues and revise SoM policies and procedures as deemed appropriate. Identify key issues and areas of concern and recommend and implement courses of action to SoM leadership and MAA as well as affected departments.
Conduct regular evaluation of center financial performance and compliance with relevant policies and procedures. Work with centers to resolve deficiencies and discuss with SoM leadership as appropriate.
Independently coordinate resolution of problems among faculty, administrators, MAA, Grant and Contract Accounting (GCA), OSP, Financial Accounting, Payroll and/or fiscal staff related to center management and accounting.
Take a lead role in assessing and responding to both internal and external audits and audit reports regarding centers, coordinating with central UW offices as appropriate.
Collaborate with SoM leadership to develop and communicate to departments desired financial internal controls and reporting requirements for SoM self-sustaining entities.
Financial Reporting and Budgeting (20%):
Serve as SoM liaison on University-wide teams regarding centers and other self-sustaining entities.
Collaborate with other UW offices such as MAA, OPB, OSP, Financial Accounting, Treasury, or others, for guidance or interpretation of laws and statutes on complex SoM center issues.
Work with other UW offices to produce special requests for information from internal UW or external entities. with on related activities.
SoM Facilities quarterly reporting and budgeting.
Lead financial reporting and budgeting for capital projects and major repairs and maintenance projects which are managed by SoM Facilities.
Represent and communicate to SoM Facilities leadership the SoM CFO's or Vice Dean's financial requirements for capital projects, MOU negotiations, or open litigation efforts.
Other duties as deemed necessary within the dean's office finance team.
Data/Information Acquisition and Analysis (5%):
Conduct analyses of centers' fiscal and administrative data, prepare specialized reports, examine internal controls, and analyze effectiveness of controls to determine compliance with Federal, State and University policies and procedures. Improve controls to increase compliance as appropriate. Where necessary, work with centers to develop plans to correct deficiencies.
Report status, findings and recommendations to SoM Senior Finance Director and Chief Financial Officer and, when applicable, MAA, OPB, OSP and Financial Accounting.
Gather data from centers to identify trends and as necessary, develop appropriate processes to meet compliance requirements.
Work collaboratively with customers, suppliers, process partners, peers, and leaders.
Consult with departments on various areas including costing methodology, audit risk and management/oversight structure.
Cross Departmental Teams (5%):
Organize and participate in University-wide self-sustaining meetings, which may include representatives from other Schools or Colleges, MAA, OPB, OSP, GCA, Financial Accounting, or others as appropriate, to examine current policies and procedures, emerging trends, with the goal of identifying and developing process, policy, and procedure improvements.
Represent centers' interests and concerns as well as advising on the group of current center deficits at UW or SoM meetings, which may include representatives from MAA, OPB, OSP, GCA, Financial Accounting or others.
Represent SoM financial interests and concerns or reporting needs regarding capital projects managed by UW Facilities.
Work on projects as assigned including policies, procedures, and guidelines that may include multiple offices.
MINIMUM REQUIREMENTS
Bachelor's degree in Business Administration, Finance, Accounting, or related field
5 plus years of experience in accounting or related experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Management/cost accounting experience.
Expert knowledge of Service/Recharge Center rate proposal review and rate setting/costing methodologies. Computer proficiency with spreadsheets, word processing and databases in a windows environment Experience working with large data projects, data sets, and data extraction.
Demonstrated ability to interpret and communicate complex policies and procedures effectively to others. Detailed knowledge of the OMB Uniform Guidance Policy, specifically 2 CFR 200.
Excellent oral and written communication skills, including expertise in making public presentations to small and medium sized groups. Demonstrated experience in successful handling of multiple projects with critical deadlines.
Ability to exercise discretion and independent judgment effectively in decision-making process Ability to wo
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 UW School of Medicine has an outstanding opportunity for an Assistant Director to join their team.
The University of Washington School of Medicine (SoM) is nationally and internationally recognized for excellent programs in clinical care, teaching, and research activities. The SoM is comprised of 32 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.
POSITION PURPOSE
The Assistant Director, Self-Sustaining and Facilities (Assistant Director) is the financial and compliance subject matter expert for SoM's Service & Recharge Centers (centers) and auxiliary activities for a combined budget of $360M. The position works with SoM leadership including Chairs, Finance Vice Chairs, & Principal Investigators to evaluate new center opportunities, develop appropriate rates, and to ensure the centers financial operations comply with all applicable regulations and policies both internal and external to UW. In addition, this position manages SoM's $77M facilities budget.
Responsibilities include development of policies and procedures, internal control over compliance, and reviews of centers' rate methodologies to ensure compliance with Federal regulations. Evaluation and review of complex fiscal analyses may include, but is not limited to, program income rate reviews, revenue rate methodology reviews and other budget/rate reviews at the request of SoM leadership or Management Accounting and Analysis (MAA). Additional responsibilities include support of the development, compilation, and completion of the UW Facilities and Administrative (F&A) rate proposal in accordance with the Office of Management and Budget (OMB) Uniform Guidance including associated internal and external data requests. In addition, the Assistant Director has substantial responsibility providing advice and direction to department leadership on new centers, training of departmental center management, technical analysis, and participation on teams with central UW groups responding to resolution of technical issues as well as providing input on responses to internal and external audits. Finally, this position supports financial reporting and budgeting of SoM Facilities, including major repairs and maintenance efforts as well as capital projects.
The $360M this position manages is 20% of SoM's total budget. Position complexities include evaluation of center's plans and the impact on the SoM fiscal environment. Must understand how to structure SoM centers to comply with multiple UW office requirements (Management Accounting and Analysis (MAA); Office of Planning and Budgeting (OPB); Office of Sponsored Programs OSP); Financial Accounting, and Treasury) as well as external requirements. Departmental plans for specialized or large centers often include multiple departments and multiple fund sources including internal or external financing, as well as complex usage and break-even analysis. The Assistant Director may provide project management for large or complex centers. Policies and procedures may require revisions based on changing university policies or changes in Federal or State regulations. Work with SoM Business Unit and central offices to evaluate department contracts to determine if they are sponsored programs or goods and services agreements. Provide critical support to MAA in the development of the UW's F&A rates, requiring strong knowledge of federal costing principles, exceptional technical and cost accounting knowledge, strong understanding of the UW's financial system and other vital institutional systems.
The Assistant Director is responsible for approval of department requests for creation of self-sustaining centers and continuation of existing centers which can have a material impact on the financial condition of the SoM. This position works closely with department leadership including Chairs, Finance Vice Chairs, Principal Investigators, and other staff to analyze the financial impact to the center, department, SoM, and University. The Assistant Director reviews contracts, works with SoM Business Unit and Office of Sponsored Programs to determine contract status, i.e. sponsored program or goods and services contract. Reviews and approves costing methodologies and compliance from relatively small to multi-million-dollar centers. Particular care is given to larger centers and those with a large customer base who pay with Federal funding sources, primarily sponsored grants and contracts. Review and evaluation of rate proposals and methodologies is primarily driven by the likelihood of resulting rate charges being made directly to sponsored agreements. Position represents SoM centers in meetings with central offices such as MAA, OPB, OSP and Financial Accounting. The FY 2023 SoM F&A recovery on sponsored research was $195M. This position provides additional technical support to the University's MAA group, and under MAA guidance, directs and manages the SoM activities necessary to develop the on-campus and South Lake Union F&A rates. If the methodology of the rates proposed by this position do not meet federal or state policies, the financial and reputational impact to the University would be significant.
DUTIES AND RESPONSIBILITIES
Accounting and Analysis (30%):
Review and approve SoM service and recharge center rate proposals.
Evaluate and review complex fiscal analyses. Includes but is not limited to program income rate reviews, revenue rate methodology reviews and other budget/rate reviews at the request of leadership. This includes fiscal analyses in support of F&A data requests and proposal development.
Review and revise contracts with external entities, including center customers, suppliers, and financial institutions if equipment financing is required, to evaluate the financial impact of the activity to the department, the SoM, and the UW.
Review, assess and, as necessary, request changes to various costing methodologies to ensure compliance with Federal, State and University policies and regulations. Review and evaluation of rate proposals and methodologies is primarily driven by the likelihood of resulting rate charges to direct charge sponsored agreements.
Review non-financial information, including but not limited to factors such as center utilization and space occupied, during the rate proposal approval process.
Evaluate financial reports submitted by centers for compliance with Federal, State, University and SoM policies and regulations.
Represent centers' progress on deficit resolution at UW deficit meetings when applicable.
Review service and recharge center reports on a regular basis to determine financial health and stability and work with center and department management to prevent negative financial performance from occurring.
Examine, analyze, and provide recommendations on deficit resolution plans for service and recharge centers.
Consulting/Training (25%):
Meet with center and department leadership to discuss and evaluate new center opportunities, on as-needed basis. This position will advise SoM leadership on the viability of the proposed center and will represent the SoM and the center for central UW approval. This can involve simple centers, or large, multi-million-dollar centers with multiple funding sources including grants, gifts, and loans from internal UW or external financial institutions. Larger centers involve providing direction, coordination and often project management skills, and coordination with the department, SoM dean's office, MAA, OPB, OSP, Financial Accounting and Treasury, depending on the complexity of the proposed center.
Provide guidance to SoM centers on technical, complex compliance questions/issues related to Federal, State, University, and other applicable policies and regulations. This includes associated complex technical compliance questions, interpretations of associated Federal, State, University and other applicable policies and procedures.
Offer one-on-one training to new and or existing center management and staff.
Maintain knowledge of higher education best practices in self-sustaining and sponsored program administration by attending industry training events such as those provided by WACBO, NACUBO, or NCURA.
Policy and Procedure Development and Compliance (15%):
Develop and maintain a comprehensive set of policies and procedures to facilitate the review and approval of new SoM centers, also management and in some cases closure of existing centers.
Develop and maintain various compliance guidelines, forms, templates, and other tools to aid units in the establishment and ongoing management of center financials. Develop SoM specific materials, as well as work with MAA to develop, evaluate and test MAA-prepared guidelines forms and templates.
Proactively identify and research emerging center issues and revise SoM policies and procedures as deemed appropriate. Identify key issues and areas of concern and recommend and implement courses of action to SoM leadership and MAA as well as affected departments.
Conduct regular evaluation of center financial performance and compliance with relevant policies and procedures. Work with centers to resolve deficiencies and discuss with SoM leadership as appropriate.
Independently coordinate resolution of problems among faculty, administrators, MAA, Grant and Contract Accounting (GCA), OSP, Financial Accounting, Payroll and/or fiscal staff related to center management and accounting.
Take a lead role in assessing and responding to both internal and external audits and audit reports regarding centers, coordinating with central UW offices as appropriate.
Collaborate with SoM leadership to develop and communicate to departments desired financial internal controls and reporting requirements for SoM self-sustaining entities.
Financial Reporting and Budgeting (20%):
Serve as SoM liaison on University-wide teams regarding centers and other self-sustaining entities.
Collaborate with other UW offices such as MAA, OPB, OSP, Financial Accounting, Treasury, or others, for guidance or interpretation of laws and statutes on complex SoM center issues.
Work with other UW offices to produce special requests for information from internal UW or external entities. with on related activities.
SoM Facilities quarterly reporting and budgeting.
Lead financial reporting and budgeting for capital projects and major repairs and maintenance projects which are managed by SoM Facilities.
Represent and communicate to SoM Facilities leadership the SoM CFO's or Vice Dean's financial requirements for capital projects, MOU negotiations, or open litigation efforts.
Other duties as deemed necessary within the dean's office finance team.
Data/Information Acquisition and Analysis (5%):
Conduct analyses of centers' fiscal and administrative data, prepare specialized reports, examine internal controls, and analyze effectiveness of controls to determine compliance with Federal, State and University policies and procedures. Improve controls to increase compliance as appropriate. Where necessary, work with centers to develop plans to correct deficiencies.
Report status, findings and recommendations to SoM Senior Finance Director and Chief Financial Officer and, when applicable, MAA, OPB, OSP and Financial Accounting.
Gather data from centers to identify trends and as necessary, develop appropriate processes to meet compliance requirements.
Work collaboratively with customers, suppliers, process partners, peers, and leaders.
Consult with departments on various areas including costing methodology, audit risk and management/oversight structure.
Cross Departmental Teams (5%):
Organize and participate in University-wide self-sustaining meetings, which may include representatives from other Schools or Colleges, MAA, OPB, OSP, GCA, Financial Accounting, or others as appropriate, to examine current policies and procedures, emerging trends, with the goal of identifying and developing process, policy, and procedure improvements.
Represent centers' interests and concerns as well as advising on the group of current center deficits at UW or SoM meetings, which may include representatives from MAA, OPB, OSP, GCA, Financial Accounting or others.
Represent SoM financial interests and concerns or reporting needs regarding capital projects managed by UW Facilities.
Work on projects as assigned including policies, procedures, and guidelines that may include multiple offices.
MINIMUM REQUIREMENTS
Bachelor's degree in Business Administration, Finance, Accounting, or related field
5 plus years of experience in accounting or related experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Management/cost accounting experience.
Expert knowledge of Service/Recharge Center rate proposal review and rate setting/costing methodologies. Computer proficiency with spreadsheets, word processing and databases in a windows environment Experience working with large data projects, data sets, and data extraction.
Demonstrated ability to interpret and communicate complex policies and procedures effectively to others. Detailed knowledge of the OMB Uniform Guidance Policy, specifically 2 CFR 200.
Excellent oral and written communication skills, including expertise in making public presentations to small and medium sized groups. Demonstrated experience in successful handling of multiple projects with critical deadlines.
Ability to exercise discretion and independent judgment effectively in decision-making process Ability to wo