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The UW Department of Environmental and Occupational Health Sciences (DEOHS), housed in the School of Public Health, is seeking a full-time Academic Services Analyst to manage department graduate and undergraduate student funded appointments and associated academic support budgets. DEOHS currently houses over 140 graduate and undergraduate paid positions throughout the calendar year. The Analyst works with DEOHS Office of Academic Services leadership (OAS), faculty, students, and staff to manage the paid appointments throughout the academic cycle of the students’ experience. The Analyst must have the ability to analyze, interpret, track, and be responsive to dynamic state and federal laws/regulations, union contract requirements, and the varying needs of department compensated student effort. The successful candidate must demonstrate exceptional analytical skills, collaboration, project management, communication, and interpersonal skills.
RESPONSIBILITIES:
Manage Graduate and Undergraduate Students Appointments •Manage all appointment cycles for about 140 graduate and undergraduate student employees in the UW compensation system, Workday. Appointments include hourly, quarterly and annual appointments tied to research and teaching assistant roles, training grant stipends, and hourly positions.Conduct I-9 reviews and perform all trouble shooting and problem resolution for student appointments. •Provide expertise regarding student appointment features to faculty, staff, students using new and existing networks of supporting system representatives including the Integrated Services Center, Benefits Office, Graduate School, Student Fiscal Services, and others. •Advise students, employing units, faculty mentors, and staff management regarding hiring options allowable under the collective bargaining agreement, as well as state and external funding guidelines. •Counsel students regarding funding options within the variable financial sources at the UW and serve as one of the OAS point people to assess options, ensure compliance, and liaison with department leadership regarding potential funding limits and potential student hardships. Work with OAS Manager to submit applications with the student or on their behalf for central UW scholarships and other funding opportunities. •Independently process quarterly RA offers and job descriptions including development of offer letter with faculty. •Manage TA positions (annual about 25 positions) including application, selection and hire process working closely with faculty and OAS leadership. Develop job descriptions and offer letters to applicants and communicate to those not selected. •Track student support over time and serve as the data contact for department and external units for use in non-compete and competing training grant submissions.
Coordinate Non-Salary Student Funding Opportunities •Manage student travel application, review, and award program with OAS leadership. Advertise and collect applications; contribute to selection process; track funding; follow-up with questions and issue resolution; and submit requests for matching funding to central UW resources. •Perform student tuition payment set-up in the Student Database System and train other department staff on activity. Serve as department expertise in the System. •Manage student gift accounts coordinating with OAS leadership to consider gift availability; student requests and awards; and follow-up documentation to donors and the School.
Manage Office of Academic Services Budgets •Manage approximately ten budgets (total over $1M/yr) with varying funding sources supporting the overall Office of Academic Services. Oversee the budget expenditures of instructional and student RA and TA appointments ($400K/year); state programmatic budget ($600K/year) and multiple gift budgets including single use only and on-going endowment revenue. Authorize and review expenditures; monitor annual budget and projections; and work closely with Associate Chair and department Administrator on budget balance, and student ASE appointment capacity. •Provide quarterly reports regarding expenditures and contribute to annual budget building.
Contribute to Office of Academic Services Leadership and Information Services •Serve as a member of the OAS leadership team contributing to the development and modification of student policies contributing the knowledge base associated with union requirements, financial implications, health insurance coverage, expense impact, and alignment with other units in the School and across campus. •Participate in the annual graduate student admission process to provide expertise regarding student funding options; department capacity for student hiring; and union contract implications. Partner with OAS Manager to submit central UW funding requesting (Go-Map, Top Scholar, and ARCS and ARCS Diversity applications to use to boost department funded offers ability).Write funded admissions letters with detailed information regarding support level and non-funded level. •Collect and develop graphic and narrative reports regarding student funded support over time to contribute to department policies and procedures. •Contribute to the development and modifications regarding department funded ASE appointments, selection criteria, diversity consideration, and other factors. •Manage financial component of department website for prospective and current student information.
MINIMUM REQUIREMENTS:
•Bachelor’s Degree in Business, Accounting, or related field and three years of relevant experience
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:
•Outstanding organizational skills and strong initiative and follow-through. Excellent problem-solving, detail orientation and ability to adeptly manage multiple priorities. Strong data entry skills and ability to use database tools. Strong interpersonal skills and ability to communicate effectively at all levels within an organization. Ability to maintain positive work atmosphere and handle confidential or sensitive information. •Proficient in Microsoft Office products, specifically Word and Excel, and Adobe Read/Write
DESIRED REQUIREMENTS:
•Master’s degree in business, accounting, or related field with a minimum of two years managing programmatic activities related to university student activities. •Experience with Workday, UW Student Database System, Drupal
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 Workforce 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
