Fiscal Shared Services Specialist - School of Medicine Integrated Resources, Financial Operations

Job Description

The School of Medicine Integrated Resources - Financial Operations team has an exciting opportunity for multiple Shared Services Specialists.

After resumes have been sent to the hiring manager(s), candidates who meet the minimum requirements will be notified of specific pods with openings.

The School of Medicine (SoM)’s Integrated Resources - Financial Operations team was established in June 2023 with the launch of Workday Finance. The model centralizes finance functions to enhance efficiency, ensure compliance, and streamline operations. The mission of the Integrated Resources - Financial Operations team is to standardize financial processes to ensure compliance, drive efficiency and effectiveness, and deliver high-quality, reliable financial services. By continuously improving service delivery, data accuracy, and stakeholder responsiveness, Integrated Resources - Financial Operations supports SoM’s mission to improve the health of the public.

SoM’s Integrated Resources - Financial Operations unit has four pods specializing in different functional areas:

• The Reimbursement pod processes and reviews reimbursements, ensuring compliance for UW employees and offering non-employee reimbursement services to select units.
• The Procurement pod enters and processes procurement-related transactions, including monitoring and troubleshooting outstanding invoices and credit holds, and completes compliance reviews to ensure accuracy and compliance with applicable policies.
• TheRevenue pod prepares, processes, and completes compliance reviews for customer invoices, facilitating new customer registration and running receivables reports as needed.
• The Accounting pod processes journal entries and corrects financial transactions, which requires expertise in financial compliance and reporting accuracy.

The Shared Services Specialist is a transaction-focused subject matter expert within the UW School of Medicine (SoM) Integrated Resources - Financial Operations team. Specialists directly execute a wide range of fiscal and administrative transactions, ensuring accuracy, timeliness, and adherence to established policies. This position combines transaction processing, customer service, and basic analytical work to support client units across multiple departments within SoM. Specialists provide guidance to client staff on executing transactions and apply compliance requirements in their daily work.

DUTIES AND RESPONSIBILITIES

Transaction Execution and Customer Service (90%)

• Execute financial transactions on behalf of SoM departments such as travel reimbursements, purchasing requests, external invoicing, and other financial transactions.
• Deliver responsive customer service to faculty, staff, and administrative personnel in client units.
• Apply University, State, Federal, and SoM policies while processing transactions to ensure compliance.
• Identify basic transaction errors and work directly with client units to resolve discrepancies.
• Provide guidance to client staff on proper submission processes, required documentation, and common errors.
• Perform routine analytical work, such as cross-checking documentation for completeness and verifying data accuracy.

Process Improvement (10%)

• Contribute ideas and feedback to enhance transaction processes and workflows.
• Share observations with analysts and supervisors regarding recurring transaction issues or inefficiencies.
• Assist in refining standard operating procedures (SOPs) and documentation templates based on transaction experience.
• Support continuous improvement initiatives by identifying opportunities to improve efficiency and client satisfaction.

• Participate in ongoing training sessions to maintain up-to-date knowledge of University, State, and Federal policy requirements.
• Share transactional best practices with team members to promote consistency and accuracy.
• Support departmental staff by explaining transaction processes and compliance considerations during day-to-day interactions.

MINIMUM REQUIREMENTS

• Bachelor’s Degree and two years of work experience in fiscal, accounting, or payroll experience.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

DESIRED QUALIFICATIONS

• Experience with University of Washington financial systems, policies, and procedures.
• Strong analytical skills with the ability to interpret and apply complex regulations.
• Proven ability to work independently while managing multiple priorities in a high-volume environment.
• Effective communication skills, with the ability to explain compliance requirements to non-experts.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

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About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.