Req #: 241538

Department: APPLIED PHYSICS LABORATORY

Appointing Department Web Address: https://seeyourselfapl.uw.edu/

Job Location Detail: Work is typically performed in an office setting. This position will allow for a hybrid schedule, with no more than 40% of effort during a workweek being performed at a remote location.

Posting Date: 12/12/2024

Closing Info: Open Until Filled

Salary: $7,500 - $10,334 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

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 building 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 academic excellence, intellectual excitement, artistic pursuits, and natural beauty.

The Department:

The Applied Physics Laboratory (APL) is seeking a Finance Operations Manager to provide oversight of the Laboratory’s Financial Accounting and Budget operations. With a robust and extensive research portfolio, the APL received approximately $99 million in new sponsored Contracts & Grants in Fiscal Year 2023, and the continued success of the Laboratory relies heavily on the integral role of Finance Operations. The substantial volume of sponsored work necessitates the implementation of stringent financial controls to ensure compliance with applicable policies and regulations. This underscores the critical importance of robust financial accounting operations in maintaining the APL’s excellence and integrity.

The Office of Financial Management is creating an in-house Finance Operations Team, as a unit within the Laboratory’s Business and Finance Department. Reporting to the Deputy Executive Director, and a dotted line reporting relationship to the Assistant Director of Business & Finance, the Finance Operations Manager will lead a team of Financial Compliance Analysts who implement and carry out key financial management products and processes for the Laboratory. The Finance Operations Manager will collaborate with the Assistant Director in making budgetary and planning decisions, representing the Executive Director’s priorities, and participating in long-range planning and policy-making in support of the Applied Physics Laboratory. The Finance Operations Manager will work closely with APL leadership to ensure the delivery of finance and budget support to Laboratory focal areas.

See Yourself at APL (https://seeyourselfapl.uw.edu/) as a member of the Business and Finance Department! We are seeking a full-time Finance Operations Manager to join the team. This position has a salary range of $90,000 to $124,008 per year ($7,500 - $10,334 monthly), along with great employment benefits and competitive total compensation incentives.

The Position:

The Finance Operations Manager will be independently responsible for providing operational oversight of the various Finance and Budget programs that reside within the APL Office of Financial Management. It is expected that the incumbent provides the continuous assessment and evaluation of operational performance, risk management, compliance with legal and regulatory standards, and the implementation of best practices and procedures to enhance efficiency and effectiveness while ensuring that all aspects of these programs are functional optimally and cohesively to support the overall mission and objective of the Laboratory.

As a University Affiliated Research Center (UARC), the Applied Physics Laboratory is subject to rigorous compliance, operational, and policy requirements not found in other UW units that drive multiple financial and payroll intricacies. This position must possess expert-level knowledge of UW, State, and Federal grants management and federal accounting regulations and be able to communicate and apply these policies and laws consistently. This position will also be expected to be an adept project manager that ensures timeliness in the delivery of required products from their team for internal and external audiences.

The Finance Operations Manager plays a crucial role in ensuring the financial sustainability of the Laboratory by overseeing the application and management of revenue-generating mechanisms such as the Prorated Direct Cost (PDC) and Fixed Fee rates. These mechanisms are essential to covering operational costs across key areas such as business operations, facilities, security, and information technology. The Finance Operations Manager must carefully monitor these rates to ensure compliance with Federal policies, adequate revenue generation, and the maintenance of allowable reserves, ensuring the long-term financial health of the Laboratory.

Finance Operations Manager Responsibilities:

As a Finance Operations Manager, your responsibilities will include:

Sponsored Programs Financial Compliance:

Leads the oversight and assessment of APL Prorated Direct Costs (PDC) and Fixed Fee rates applied to sponsored contracts and grants. This includes the continuous review and analysis of PDC and Fixed Fee revenues and expenditures to develop financial performance metrics and net position forecasts. Responsibilities involve conducting detailed data analysis on revenue streams, using advanced reporting tools to identify discrepancies or anomalies that may impact the Laboratory’s financial stability. Collaborates closely with Research Department Administrators and UW Central Offices to troubleshoot and resolve discrepancies in revenue assessments. This role also involves managing and optimizing APL-specific financial configurations with the Workday Financial System to ensure accurate and compliant PDC and Fixed Fee assessments, working in conjunction with UW Finance to maintain system integrity and compliance with federal regulations.
Collaborate closely with Research Department Administrators, Principal Investigators (PIs), and other key stakeholders to ensure that financial management practices are fully aligned with Federal costing compliance requirements, such as those outlined in the Uniform Guidance (2 CFR 200). This involves analyzing and interpreting complex federal regulations and translating them into actionable financial procedures that can be implemented across departments. Key tasks include providing guidance on allowable and unallowable costs and ensuring adherence to cost allocation principles. Additionally, this role includes offering direct support to resolve financial management challenges, such as identifying and correcting discrepancies in the allocation of direct and indirect costs, or addressing issues related to cost transfers. The Finance Operations Manager will also work to optimize financial management practices by leading process improvement initiatives, such as streamlining financial reporting tools and workflows, to ensure accurate and efficient tracking of Federal funds. This will include regular audits of financial records and collaborating with stakeholders to make necessary adjustments that maintain compliance while supporting the financial health of the Laboratory.
Communicate changes in UW, State, and Federal policies and regulations related to costing compliance with Research Department Administrators and other stakeholders.
Collaborate with the Payroll Operations Manager, Research Department Administrators, and Principal Investigators to coordinate with internal and external auditors during State or Federal audits, providing documentation.
Oversee and lead the Laboratory’s Fabrication Accounting program, ensuring strict compliance with University, Federal, and sponsor-specific policies related to capital assets and fabricated equipment. Provide expert guidance on accounting standards and best practices for managing high-value University fabrications. Evaluate and mitigate the financial and operational impacts of ownership changes between the University and sponsors, ensuring transparent reporting and appropriate cost allocations. Regularly collaborate with research teams and administrative stakeholders to maintain the integrity of fabrication records and ensure that all assets are appropriately classified, tracked, and depreciated.

Budget Development:

Independently lead the development and refinement of the annual Prorated Direct Cost (PDC) budget, working in partnership with the Payroll Operations Manager to ensure alignment with strategic financial goals and operational needs. This includes providing oversight in updating user guides and establishing budget policies, while advising budget preparers on best practices to ensure cohesive alignment between budget forecasts and the Laboratory’s financial recovery framework. The role also involves determining and recommending the optimal PDC rate for expense recovery, using advanced financial analysis to support data-driven decisions, while ensuring compliance with institutional and Federal policies.
Oversees the development and monitoring of Fixed Fee and Indirect Cost Recovery (RCR) budgets for the Laboratory and engages in determining budget priorities and operational standards to ensure financial and operational stability and effectiveness.
Collaborates with the Deputy Executive Director and Assistant Director to formulate and execute Laboratory goals related to budgeting, financial forecasting, strategic planning, and analysis. Responsibilities encompass overseeing or conducting specialized investigations, pinpointing challenges, proposing solutions, and preparing comprehensive reports for both internal and external stakeholders.

Lean Process Improvement and Financial System Support:

Independently conduct comprehensive financial and operational analyses to develop strategic plans, internal controls, and policies that enhance the efficiency and compliance of Laboratory financial operations. The analyses should target key areas such as expense management, revenue forecasting, and risk mitigation. This role will also implement improvements and best practices that ensure compliance with UW, State, and Federal regulations.
Create and maintain effective templates, user manuals, spreadsheets, and other tracking tools to improve the organizational effectiveness of finance functions for the Laboratory.
Design, develop, and execute training initiatives to promote best practices in financial management within the APL Research and Administrative departments. Create and maintain updated resources such as how-to guides, policies, and procedures on the APL Business & Finance SharePoint website.
Take full ownership of maintaining and enhancing UW Connect intake forms and submission protocols managed by the Finance Operations Team. Independently lead efforts to evaluate and redesign intake processes, proactively identifying inefficiencies and areas for improvement. Implement intake form enhancements that streamline workflows and improve the user experience, ensuring alignment with organizational standards and regulatory requirements. Act as the primary decision-maker, collaborating with stakeholders to set priorities and deliver solutions that directly impact financial operations. Continuously monitor the effectiveness of forms and processes through data-driven analysis, user feedback, and performance metrics. Initiate and execute iterative improvements in partnership with UW-IT, ensuring the intake and submission experience is consistently optimized for efficiency and compliance.
Serve as the primary point of contact for department-level technical support and troubleshooting in Workday Financials. Provide expertise and guidance to identify complex system issues, optimize workflows, and ensure accurate financial data management. Collaborate with UW-IT and stakeholders to implement system enhancements and drive continuous improvement initiatives for Workday Financials within the Laboratory.

Leading Staff:

Provide leadership, consultative guidance, strategic direction, and problem-solving support to a team of two full-time equivalents (FTEs) within the Finance Operations Team, with a focus on optimizing financial transactions, documentation accuracy, and ensuring strict adherence to policies and procedures.
Identify opportunities to streamline financial processes, enhance efficiency, and implement best practices within the Finance Operations Team.
Provide feedback, and identify opportunities for professional development and training to ensure team members meet or exceed performance expectations.

Cost Center and Self-Sustaining Program Management:

Provide strategic leadership and comprehensive oversight of the Laboratory’s self-sustaining operations, including the Machine Shop, Vessels, and Seaglider Center. Ensure operational efficiency, financial sustainability, and long-term viability of each unit by developing and implementing business plans, optimizing resource allocation, and driving cost-control measures. Establish performance metrics, regularly analyze financial and operational data, and adjust strategies to meet evolving organizational needs. Collaborate with key stakeholders to align operational goals with the broader mission of the Laboratory, while maintaining compliance with all regulatory, safety, and financial requirements. Ensure each unit contributes positively to the Laboratory’s financial health and operational excellence.
Prepare Service Center recharge rate proposals for the Assistant Director, Office of Research, and Management Accounting and Analysis, ensuring accuracy, compliance, and alignment with financial objectives and guidelines.
Maintain a deep understanding of relevant policies and procedures, independently interpret and implement UW and Federal administrative policies and circulars, and ensure adherence to regulatory requirements and best practices.
Regularly update the Surcharge Rate applied to Service Contracts for external services being performed by the Applied Physics Laboratory, with a strong emphasis on ensuring compliance with University, State, and Federal costing policies. This includes conducting cost studies to identify changes in internal overhead rates to maintain adherence to these policies.

Laboratory Financial Management and Reporting:

Develop, analyze, and present comprehensive monthly financial reports for Laboratory operational budgets, covering areas such as Prorated Direct Costs (PDC), Fixed Fee, Indirect Cost Recovery (RCR), Revenue, Gift, and Endowment earnings.
Oversee and analyze monthly financial results, proactively identifying variances and developing mechanisms to provide regular updates to the Assistant Director. Provide insightful explanations for budget variances and offer strategic recommendations. Ensure the timeliness and accuracy of financial and management reporting data for Laboratory leadership.
Conduct advanced statistical analysis and modeling using fiscal and budget data. Develop long-term planning documents aligned with strategic goals and organizational missions. Integrate activities to support the overall direction of the Laboratory.
Provide operational controls for the Laboratory’s fiscal area, including the development and administration of internal financial policies. Develop and implement new fiscal procedures as necessary to enhance efficiency and compliance with regulatory requirements.

General Requirements:

A Bachelor's Degree in accounting, business administration, financial management, data analytics, or a related field and at least five years of increasingly responsible management-level experience in financial operations, budgeting, or a related field. Experience in a higher education, research institution, or similarly complex organization is highly desirable. Qualifications include:

Demonstrated ability to think independently, to be flexible, and to juggle multiple priorities
Experience mentoring and leading staff and peers
Demonstrated experience assessing strategic priorities, creatively identifying solutions, and implementing plans systemically and with strong attention to detail
Demonstrated ability to respond quickly to challenges, assessing options, and exacting the best plan for resolution
Demonstrated acumen with financial and problem-solving skills. Experience with data analysis, modeling, and forecasting.
Advanced knowledge of Excel and financial modeling.
Excellent diagnostic and problem-solving skills.
Strong communication skills, both written and oral; ability to build and deliver presentations to all levels of the organization and effectively explain complex issues and concepts with a focus on clear, concise, solution-centered messaging.
Ability to interpret, apply, and communicate institutional, administrative, and fiscal compliance guidelines and practices.
Experience interpreting and applying federal, state, and institutional policy.
Ability to quickly adapt and adjust to changes in organizational processes, compliance rules, and University of Washington guidelines.
Commitment to and orientation towards excellent customer service focused on proactivity and responsiveness.
Familiarity with enterprise-wide relational databases, multi-dimensional cubes, scripting languages, SQL Server (including SQL Server Analysis Services), and Business Intelligence reporting tools.

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

While not required, you’ll stand out if you have:

Familiarity and understanding of University of Washington budgetary policies and procedures and Federal grant and contract policies and procedures.
Experience with Workday Financials.
Familiarity with a major research university setting.
Proficiency in using remote communication tools, both synchronous and asynchronous (e.g., Microsoft Teams, Zoom).
Demonstrated ability to adapt to new software, web-based applications, and tools.

About APL:

The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics and imaging, polar science, remote sensing, and signal processing. We conduct research and development that is sponsored by a variety of federal and state agencies and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world – at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.

We are focused on building and sustaining a laboratory where all students, staff, and collaborators can realize success. We believe every member of our team enriches our research enterprise by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and discover, design, and deliver solutions. We invite you to explore our laboratory, to find answers to Common Questions (https://seeyourselfapl.uw.edu/common-questions/) about the University’s application process, and to See Yourself at APL (https://seeyourselfapl.uw.edu/) .

About the University of Washington’s Application Process:

The application process 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 Work 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.

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.

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