Department: Finance and Administration Shared Services Department
Classification: Administrative Program Specialist
Appointment Type and Duration: Regular, Ongoing
Salary: $20.15 - $30.45 per hour
FTE: 1.0

Review of Applications Begins

July 15, 2024; open until filled

Special Instructions to Applicants

To be considered for this position, applicants must submit a complete application. Complete applications must include an online application and resume that addresses how you meet the minimum and preferred qualifications.

We are interested in finding the best candidate for the position and encourage you to apply, even if you don’t think you meet every one of our preferred qualifications. Use your application to let us know what is meaningful to you about the role, and address, through your submitted materials, how you meet the minimum and preferred qualifications.

Department Summary

The Finance and Administration Shared Services Department (FASS) is located within the Finance and Administration portfolio. Finance and Administration is a vibrant and varied portfolio serving all aspects of campus life. Finance and Administration employees perform a wide range of functions including offering essential support to the Universities many departments, providing key resources to employees, and keeping campus safe. FASS provides department level administrative services to groups across the University in three areas: Business Operations, Human Resources and Information Technology.

The mission of the Finance and Administration Shared Service team is to provide professional and timely service, offering our expertise in a wide variety of functions. FASS is committed to providing superior customer service and creating partnerships with clients to ensure their needs are fulfilled to the highest standard.

The FASS unit provides administrative services for 20+ departments across several portfolios including:

• Campus Planning and Facilities Management
• Safety and Risk Services
• Campus Services
• University Human Resources
• Information Services
• Purchasing and Contracting Services
• The Office of General Counsel
• The Office of the President

The units supported by FASS constitute multiple large business enterprises consisting of more than 900 employees and a total operating budget in excess of $80 million.

The mission of the Shared Services Finance and Accounting group is to provide accurate and timely financial support services, including payments and reconciliations, enhancing our clients’ strategic priorities. This client-focused partnership consists of prudent financial guidance and management of fiscal resources. Our aim is to provide a framework that improves communication and information flow, with previously decentralized units. The vision is to develop a service organization that competes with the best in conveying expertise, efficiency, and service quality while creating a conduit for centralized policies and procedures to be quickly and appropriately disseminated to various departments.

Position Summary

As a Financial Administrative Program Specialist, you play a crucial role in the FASS Business Operations team. Your primary responsibility is to handle administrative duties while ensuring strict compliance with policies and procedures across FASS and supported units.

Your key duties and responsibilities include managing the daily business operations workflow, reconciling, balancing, and processing payments and receivables for a diverse set of vendors and customers. It will be your responsibility to ensure compliance with applicable laws, rules, policies, and procedures. You will also interpret state, local, and federal policies and apply these interpretations to specific and non-routine situations.

You will provide guidance and training to supported-units regarding the Business Operations Systems (BOSS) workflow and business operations transactions including accounts payable, accounts receivable, inter-department transactions, and tracking transactions against contracts and purchase orders. Acting as a liaison between FASS-supported units and vendors, you will work towards resolving problems to ensure proper billing and payment procedures. Your role will also involve maintain records of transactions and records for accountability in accordance with statutory requirements, university policy, and GAAP.

Minimum Requirements

• Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
• An equivalent combination of education and experience.

One year of postsecondary education may be substituted for up to one year of the experience

Professional Competencies

• Ability to work with a high level of productivity and accuracy,
• Ability to gather, analyze, and process data in a financial system.
• Ability to interpret and apply rules, regulations, and policies in a compliant manner
• Proficiency with computer-based software including Word, Excel, and Windows and the ability to learn University electronic processes
• Work effectively in a diverse team environment and create effective relationships for problem-solving and positive interactions.

Preferred Qualifications

• Bachelor’s degree or other post-secondary education in accounting or business
• Experience reconciling credit card accounts
• Experience working with Ellucian Banner Information System
• Fund Account reconciliation experience
• Experience using Smartsheet
• Experience using AiM (by Asset Works)

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background check.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit https://hr.uoregon.edu/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.