Req #: 245986 Department: APPLIED PHYSICS LABORATORY Posting Date: 05/13/2025 Closing Info: Closes On 05/20/2025 Salary: $5,164 - $7,746 per month Limited Recruitment: **Open to Department employees only** 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 Workday Financial Analyst to support the Center for Environmental and Information Systems (EIS). EIS is one of eight research departments at the APL, and is the largest applied research unit at the Lab. Grants and contracts are in the area of $44 million, with more in the queue, and many of the contracts managed are from the Office of Naval Research and the Naval Sea Systems Command. The implementation of Workday Financials has fundamentally changed business systems, policies, and processes and delivered a modern cloud-based finance infrastructure that will improve how the University of Washington tracks, spends, collects, manages, and reports financial information for sponsored research. Reporting to the EIS Department Head, the Workday Financial Analyst will function independently and serve as a subject matter expert in the use of Workday and related UW systems (e.g., SAGE Budget/Award/Mod, Award Portal, BI Portal) to perform day-to-day management, as assigned, of post-award activities, assuring operational efficiency for the Principal Investigators (PIs) and staff of the EIS research group, and perform pre-and post-award tasks, departmental transactional approvals (including their tracking throughout the process flow), and to oversee the increased financial reporting requirements. This position will provide critical operational support for Workday and UW Systems pre- and post-award tasking, contacting internal and external stakeholders to clarify award requirements and updating Workday Financials and other systems as needed throughout the award life cycle (setup, management, and closeout). In addition to having a very active, hands-on role in the post-award process for approximately 30-40 PIs, this position will provide support and often, hands-on management in the pre-award process. This position may provide event management support for special events and meetings within EIS. See Yourself at APL as a member of the Department! We are recruiting for a Workday Financial Analyst to join the team. This position has a salary range of $61,968 to $92,952 per year ($5,164 to $7,746 monthly), along with great employment benefits and competitive total compensation incentives. **The Position:** The Workday Financial Analyst works primarily with a wide variety of Federal sponsors with varying award terms and conditions. In-depth knowledge of these terms (e.g., Uniform Guidance) Federal Acquisition Regular (FAR), and Defense Federal Acquisition Regulation Supplement (DFARS), combined with attention to UW and APL regulations, and award-specific details is critical, as this position is entrusted with managing substantial financial resources that are critical to the success of Federally funded sponsored research. The Workday Financial Analyst must navigate this complex web of rules and regulations to ensure that all contracts and grants are administered with precision and accuracy. Additionally, the Workday Financial Analyst must possess strong communication and negotiation skills, as they frequently interact with internal and external stakeholders, including but not limited to government agencies and collaborators. The ability to balance competing priorities, assess risks, and make sound decisions is paramount. Furthermore, staying current with evolving policy and procedural changes and Workday advancements adds another layer of complexity, as this role must adapt and innovate to streamline processes and enhance efficiency. In sum, this position demands a high degree of expertise, adaptability, and meticulous attention to detail to effectively manage the intricate landscape of sponsored research. **Workday Financial Analyst Responsibilities:** As a Workday Financial Analyst, your responsibilities will include: **Workday Financials and Financial Compliance Management:** - Develop and prepare complex sponsored research budgets using UW Financial Transformation systems (e.g., Workday, SAGE Budget) and ensure that budgets meet the requirements of the new Workday foundation data model, funding opportunity announcements, and APL and UW proposal requirements. - Perform award and award modification submission, tracking, troubleshooting, and resolution using Workday and other APL + UW financial transformation reporting systems. - Distribute Workday worktag information to the EIS Department Head, other Grants & Contract Managers, and PIs. - Perform sponsored research, Cost Center, and Project Manager funding approver tasks in Workday ensuring costs are reasonable, allowable, consistent, and allocable. - Develop, implement, and train EIS PIs and research staff on purchasing, travel, and payroll procedures in accordance with State, University, and Department policies, such as identifying appropriate documentation and utilizing best practices. - Provide weekly and monthly (and ad hoc) financial reports that include spending analysis, forecast future needs, and communicate the status and progress of personnel, travel, equipment, research sub-awards, and other spending activities. - Provide sponsor invoicing support, querying Workday to provide requested information (e.g., staff hours) or backup documentation (e.g., travel), and resolve invoicing issues/discrepancies. - Reconcile and track sub-award invoices in Workday and adjacent systems. - Pre-empt, troubleshoot, and resolve Workday timesheet issues for EIS PIs and research staff. - Perform full life cycle Workday Capital Project tasks for capital equipment fabrication (e.g., reviewing and assigning costs, transferring unallowable costs, project asset setup, asset capitalization). - Manage award close-out processes in Workday (e.g., Award Tasks, etc.) and Workday adjacent systems ensuring compliance with Federal, State, UW, APL, and award-specific terms. Liaison with APL Closeout as needed. - Interface with the University Office of Sponsored Programs (OSP), Grants and Contracts Accounting (GCA), and funding agencies (including NAVSEA, ONR, NIH, NSF, DOD). - Collaborate with funding agencies (both federal and non-federal) to resolve problems and/or obtain approval for deviation from authorized procedures. - Other fiscal duties as assigned. **Quality Assurance:** - Perform a detailed review of awards, modifications, and budgets in Workday to confirm proper setup and integration. Troubleshoot and resolve all issues. - Perform expense reconciliation within Workday to confirm expenditures receive the correct accounting treatment and burden is charged appropriately to each sponsored award. Initiate Workday expense transfers as needed. - Partner and collaborate with the EIS Department Head, EIS Grants & Contracts Managers, and other research administrative staff on the development of improved Workday processes, tools, documentation, and communication to further enhance the service provided to PIs and research staff. - Develop systems and tools to provide regular updates to researchers and department administrators regarding changes in Workday Financials, especially those that might impact departmental procedures. **Administrative Responsibilities:** - Identify and document gaps in Workday policies and procedures for pre- and post-award administrative functions. May create Workday Financial job aids for other administrators or researchers. - Serve as a Workday subject and content expert regarding post-award management and compliance, and as a resource for all APL researchers. - Collaborate and work closely with other Research Departmental Administrators to provide Workday training. - Attend Training for Workday and adjacent systems (SAGE, SAGE budget, Award Portal). Stay current with ever-evolving UW Financial Transformation policies and procedures. - Attend and participate in all assigned administrative meetings (e.g., RDA meetings, APL Admin meetings, MRAM, GCA forum, etc.). - Assist with periodic organization and logistical support of occasional onsite meetings for EIS PIs. - Other administrative duties as assigned. **General Requirements:** Bachelor's degree in Business, Finance, Accounting, or related discipline and at least three years of experience working in post-award sponsored research administration. This experience is critical to understanding the tasks to be performed in Workday and other financial transformation systems. - US Citizenship. - Proficient at managing all post-award budgeting and expenditures. - Experience interacting with PIs, research staff, and department leadership in a grant-management context. - Demonstrated ability to quickly learn and use new technical tools and systems (e.g., Workday and other UW financial transformation systems). - Demonstrated high level of technical literacy and agility. - Advanced Microsoft Office skills, especially with Excel. Skilled at developing complex linked spreadsheets. - Demonstrated ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment, with consistently excellent accuracy and attention to detail. - Flexibility and resourcefulness. - Excellent written and verbal communication skills. - Ability to exercise independent judgment and manage competing priorities using strong organizational skills. _Equivalent experience may substitute for all minimum qualifications except where there are legal requirements, such as a license, certification, or registration._ **While not required, you’ll stand out if you have:** • Advanced knowledge and experience in UW personnel, acquisition, and reporting systems such as Workday HR/P + Financials, SAGE, ECC, and BI Portal. • Experience working with staff from UW operations (OSP, GCA, ISO, etc.) and sponsor program and research staff. • High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations. • Demonstrated trouble-shooter and problem-solver, with a desire to improve systems. • Comfortable in a collaborative setting and working within and across cultures. • Interest in scientific discovery, engineering, technology, acoustics, and/or oceanography is a plus. • Eligible to obtain and maintain a Department of Defense security clearance. **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.