Financial Operations & Budget Supervisor

Job Description

The Department of Medicine has an outstanding opportunity for a Financial Operations & Budget Supervisor on their central finance team!

The Financial Operations & Budget Supervisor plays a vital role in supporting the Department of Medicine's financial health and strategic goals. This position is responsible for delivering accurate financial analysis, reporting, budgeting and forecasting across a complex portfolio of funding sources. Working under the direction of the Administrator of Financial Operations, the analyst ensures effective budget management, monthly financial reporting and budget to actual reporting across divisions, central offices and entire Department as well as oversees day-to-day fiscal operations in role of supervisor for two fiscal specialists. The role will support new functions to manage both divisional and department budgeting and budget to actual reporting with implementation of new Adaptive budgeting system within Workday starting in FY26. The role will also support maintaining and updating the Financial Data Model (FDM) standards required in Workday and will be responsible to maintain consistency and develop new best practices across the 11 divisions and central administrative units. The role will also support process improvement initiatives across the Department and supports leadership with data-driven insights to guide decision-making. This is a key position for maintaining financial integrity and operational excellence in the largest department within the School of Medicine and will be required to lead, work with, and be point of contact for each of the 11 Divisions finance managers in each of the Division.

The Department of Medicine is the largest department in the School of Medicine (SOM) with over 3,900 staff, faculty, trainees and students and an annual budget of approximately $600M consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of twelve subspecialty divisions : Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology & Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.

This role involves managing complex funding streams, including state, RCR, R&T, gifts, and endowments, while ensuring compliance and fiscal responsibility. It requires collaboration across the departments eleven divisions to develop budgets, monitor reserves, and support capital projects. The analyst also oversees the financial operations of Departments central administrative units via supervision of two fiscal specialist 2 staff. A key complexity lies in balancing high-level financial strategy with hands on operational tasks, including supervising staff and improving financial processes. The position demands strong analytical skills, attention to detail, and the ability to navigate multiple financial systems.

The UW Department of Medicine (DOM) is recognized nationally and internationally for excellence in clinical care, research, and education. As the largest and most complex department within the School of Medicine, accounting for approximately one-third of its employees and annual revenue, the DOM plays a critical role in the university's mission. Within this context, the Financial Analyst holds a key position, directly supporting departmental leadership by managing multimillion-dollar budgets, diverse funding sources, and financial operations across multiple divisions. This role ensures alignment with UW's financial systems (e.g., Workday), policies, and strategic objectives. The analyst also safeguards the financial integrity of self-sustaining operations and capital projects, contributing to the department's long-term sustainability. By bridging departmental needs with institutional standards, this position is essential to the operational success of the DOM and the broader goals of the University of Washington.

DUTIES & RESPONSIBILITIES

Budgeting and Financial Reporting (60%)

The primary focus for the position will be to oversee and manage Budget preparation (utilizing Adaptive tool within Workday) and Reporting on Budget to actual results within Workday. Will require oversight of both Divisional Reporting, Central Units reporting, and Department wide reporting and is new role focusing on transitioning to new system and to active monthly budget to actual reporting from historical model limited to annual review.

Divisional Budgeting and reporting oversight

Position will be responsible to support current quarterly Divisional reporting. Requires quarterly Division Dashboard, generating standard reports, analysis and assessment of the YTD budget to actual results.

Lead the generation, utilization, and continuous improvement of standardized Workday financial reports across all Divisions to ensure consistency and accuracy. Support the development and maintenance of Divisional Dashboards.

Conduct quarterly financial analysis by Division, including : Year-to-date (YTD) comparison of operational expenditures versus available funding; Identification and follow-up on budget deficits; Detailed analysis of : Gifts (via Gift Report), Commitments (via Stand-Alone Grant Worktags Report), Programs (via Program Worktags Report).

Support Department review and analysis of Divisional YTD results on dashboard as well as status of reserves, venture capital balances, commitments and other key metrics the Department monitors for each Division.

Manage the Departments commitment process for approving and tracking funding initiatives to Divisions by the Department.

Manage and report all financial allocations of state, RCR, R&T and process monthly allocation to divisions.

Dashboard reporting may evolve from Quarterly reporting to monthly reporting in FY27 with the implementation of Adaptive budgeting in FY26 for FY27.

Role will evolve in FY27 with identification and development of monthly reporting using Workday and Adaptive tool. Will need to identify and develop "best practice" for monthly divisional review and oversight of financial results.

Central Unit budgeting and reporting oversight

Manage and review monthly financial reports for central administrative units, including variance analysis against budget and investigation of significant discrepancies.

Position will be responsible to support current quarterly Central Unit reporting. Requires quarterly review of results and analysis. Includes generating standard detailed reports to analysis and assess YTD budget to actual results.

Position responsibility may evolve in FY27 as the Department implements Adaptive during FY26 for the FY27 budget.

This could include moving from from quarterly to monthly review and assessment.

Department Wide budgeting and reporting

Position will be responsible to support Finance Administrator in preparation and analysis of the Department wide Dashboard. Will include financial analysis and assessment of the results to understand impact of YTD actual results vs. Budget.

With implementation of Adaptive in FY26 for FY27 budget process, will need to work on developing new budget to actual reporting process and reports as appropriate.

Financial Data Model (FDM) / Department Analysis, Reporting & Management (20%)

The position will be responsible for reviewing and approving FDM changes and requests. The position will be responsible for evaluating and implementing best practices for FDM, data hierarchy, and best practices for FDM and Reporting across divisions and Department.

Provide ongoing oversight and support to Division finance team leaders in the use of the Financial Data Model (FDM) and quarterly financial reporting processes.

Provide financial planning, support, analysis and decision support to the Department. The position will support Adhoc financial analysis to support leadership.

Communicate various monthly, quarterly, and annual financial reports distributed to DOM leadership and other stakeholders to support strategic planning and decision making.

Provide guidance, expert knowledge, and liaise as the primary finance contact for the School, training programs for GME Finance, Collective Bargaining Agreement transactions and reporting, Medicine Student Programs, Seattle Based Internal Medicine Residency and Boise based Internal Medicine Residency, and Naivasha Kenya based inter-disciplinary training rotations.

Communicate various monthly, quarterly, and annual financial reports distributed to DOM leadership and other stakeholders to support strategic planning and decision making.

Process Improvement, Special Projects & Other (10%)

In role working with both Divisions financial managers and central admin staff, continue to look for opportunities to create efficiencies and best practices across the Department.

Identify, lead and participate in financial process improvement projects impacting Finance & Operations within DOM.

Provide leadership and project management support for key departmental initiatives.

Analyze findings, identify improvement areas, and pursue more efficient methods and processes.

Design and develop communication materials and online forms to support the rollout of new processes.

Serve as backup to the Administrator of Financial Operations during their absence.

Perform other duties as assigned on a project or as-needed basis.

Supervision / Financial Operations Team (10%)

Supervise the Central Office fiscal staff to ensure they are working effectively to complete necessary office day-to-day financial operational work.

Direct staff responsible for critical financial processes, including high-volume expense and travel reimbursements, procurement, and support for Rheumatology Divisions.

Review and approve / verify ProCard transactions for CTA and central administrative staff to ensure compliance and proper documentation by fiscal team.

Proactively navigate shifting priorities and support needs for the central admin units to ensure effective operational support by the fiscal team.

Monitor adherence to institutional financial policies and procedures; address and resolve issues as they arise to maintain operational integrity.

Promotes operating efficiency and identifies system gaps and bottlenecks to better streamline program processes; independently initiates proposals for corrective action.

Creates tools and metrics to track and manage staff efficiency and utilization and support implementing process improvements for the fiscal team.

MINIMUM REQUIREMENTS

A Bachelor's degree in Business Administration, Accounting, or related field

Five years of experience in administration of departmental financial processes and systems, or equivalent combination of education / experience. Relevant on-line application experience required.

Equivalent education / experience will substitute for all minimum qualifications except when there are legal requirements, such as a license / certification / registration.

A D DITIONAL REQUIREMENTS

• Knowledge of UW policies, regulations, and institutional / state accounting and / or budget procedures highly desirable.

PREFERRED QUALIFICATIONS

At least 4-5 years of progressively responsible experience in financial analysis, budgeting, or accounting within a healthcare, higher education, finance or related environment at a diverse, complex, multi-faceted organization.

Demonstrated ability to perform complex financial analysis and forecasting.

Strong problem-solving skills and attention to detail.

Strong knowledge of financial principles, fund accounting, and budget management.

Experience managing complex budgets with multiple funding sources (e.g., state, RCR, R&T, gifts, endowments).

Proficiency with financial systems and tools (e.g., Workday, Excel, database reporting tools).

Ability to extract, analyze, and interpret financial data from multiple systems.

Excellent written and verbal communication skills.

Ability to work collaboratively with diverse stakeholders, including leadership, faculty, and administrative staff.

Experience leading or contributing to process improvement initiatives.

Ability to manage multiple priorities and meet deadlines in a dynamic environment.

WORKING CONDITIONS

This position requires an individual who is organized; works well under stress, and can juggle competing priorities. The position demands a flexible schedule and the ability to work long hours due to workload and deadlines. External deadlines are imposed by Medical Centers, Practice Plans, School of Medicine, and the University. Regularly required to attend meetings and respond to inquiries outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus and with external stakeholders. This position requires excellent communication skills and awareness of ethical and political ramifications of decisions. A grasp of the overall mission and objectives of the Department within the UW School of Medicine is essential. The individual must be self-motivated, and able to work collaboratively as well as independently.

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Compensation, Benefits and Position Details

Pay Range Minimum : $73,608.00 annual

Pay Range Maximum : $99,012.00 annual

Other Compensation : Benefits :

For information about benefits for this position, visit

Shift :

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent) :

100.00%

Union / Bargaining Unit :

SEIU Local 925 Supervisory

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 dso@uw.edu .

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 () .

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.