Shared Services Supervisor
UW CODE AND REPRESENTATIVE GROUP
17332 (E S SEIU 925 Supv)
23223 (NE H NI SEIU 925 Supv)
23221 (NE S SEIU 925 Supv)
CLASS SERIES CONCEPT
In a Shared Services Unit, supervise employees who perform work on behalf of multiple units and in accordance with Generally Accepted Accounting Principles (GAAP), Washington State Office of Financial Management (OFM) regulations, and other applicable University, State, and Federal policies. Provide assistance to units in one or more areas, such as HR, payroll, procurement, and bookkeeping, following unit policies and procedures established by shared services leadership. This is a stand-alone job class.
Shared Services Unit Definition: A Shared Services Unit (SSU) is a work group centrally located in the dean or VP’s or chancellor’s office for a major organization and which uses Workday to provide a mix of financial, budgetary and human capital management services to multiple units in the organization.
BASIC FUNCTION
Under general direction and in collaboration with client unit staff, apply technical and policy expertise to complete complex transactions in support of constituent business needs. These may include facilitating miscellaneous payments to University visitors; assisting faculty, staff, students, and suppliers with self-service applications such as travel reimbursements; advising central Procurement on supplier trends; performing salary and other expense transfers; monitoring Faculty Effort Certifications and performing a variety of tasks associated with grant close-out and month-end close; and completing hiring, compensation adjustments, academic personnel actions and other HR and payroll tasks. Collaborate with shared services colleagues in the development and application of tools, workflows, and policies that support customer service, efficiency, and compliance goals.
Supervise Shared Services Analysts and Shared Services Specialists and other shared service unit staff. Must supervise at least one full-time employee (1.0 FTE) of Shared Services Analyst or Shared Services Specialist work or an equivalent combination of part-time Shared Services Analysts or Shared Services Specialists.
DISTINGUISHING CHARACTERISTICS
With delegated authority, interview and recommend selection of applicants, conduct training, assign and schedule work, act upon leave requests, conduct annual performance evaluations, and recommend disciplinary action. Overtime exempt positions must supervise at least 2.0 FTE or an equivalent combination of full-time or part-time lower-level Administrative Assistants or other clerical and administrative support staff.
Positions in this job class perform a mix of fiscal specialist and budget/fiscal analyst work, functioning as the subject matter expert in one or more fiscal areas on behalf of multiple client units. The duties are a mix of transactional and analytical work. The position contributes to a regular cadence of continuous improvement initiatives that maintain and enhance published customer service, efficiency, and accuracy standards. The position also participates in a regular training cadence in order to maintain and enhance subject matter expertise. The position shares knowledge with Shared Services colleagues to establish a collaborative and dynamic team culture. Positions at this level typically function in support of units with diverse activities such as research, teaching, patient care, and community service programs.
TYPICAL WORK
Supervise at least 1.0 FTE of Shared Services Analysts or Shared Services Specialist; with delegated authority, interview and recommend selection of applicants, conduct training, assign and schedule work, act upon leave requests, conduct annual performance evaluations, and recommend disciplinary action;
Develop procedures for implementation, execution, control and review/audit of fiscal operations;
Advise client units on fiscal, procurement, travel, accounts receivable, HR/payroll, grant pre-award, grant close, accounting, and other policies and procedures as determined by Shared Services leadership;
Complete transactions on behalf of client units in one or more of the following areas: accounting, procurement, travel, accounts receivable, HR/payroll, grant pre- and post-award, and other areas as determined by Shared Services leadership;
Analyze fiscal data and report on trends to client units and/or central offices;
Independently and/or collaboratively research College, UW, State, and Federal processes and policies as appropriate to business needs;
Analyze customer service data and other performance metrics to recommend improvement initiatives to shared services colleagues and leadership/governance; and
Perform other duties as required.
MINIMUM QUALIFICATIONS
Bachelor’s Degree and two years of work experience in fiscal, accounting, or payroll experience, or equivalent combination of education/experience.
CLASSIFICATION HISTORY
07/29/2022: New Job Class as negotiated with SEIU 925.
09/08/2023: Revised MQ