Program Operations Specialist, Laboratory Medicine & Pathology Finance

Job Description Who we’re looking for: The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Program Operations Specialist with the Finance Team. The Program Operations Specialist ensures the effective management, coordination, and compliance of DLMP’s complex financial and operational activities across multiple funding sources and programs. The position provides essential expertise in budget development, financial analysis, grant and contract administration, and internal controls, enabling the department to operate efficiently, meet regulatory requirements, and support long-term strategic planning. The role serves as a key partner to the Operations Finance Manager and as a central resource for faculty, managers, and staff. It bridges day-to-day fiscal operations with higher-level financial planning and decision-making, supports critical programs, and ensures accurate reporting and stewardship of departmental resources. This position is integral to maintaining financial integrity, supporting research and clinical missions, and advancing DLMP’s operational and strategic goals. Work schedule: 100% FTE Monday – Friday Hybrid - telework 2 days or less per week Day shift What you’ll contribute: Financial Reporting, Analysis & Compliance Assist the Operations Finance Manager with departmental financial administration, including budget development, monitoring, and reporting. Develop, maintain, and optimize financial and reporting systems for multiple funding sources including state funding, gifts, royalties, and self-sustaining revenues; implement procedures to ensure accurate execution of fiscal operations and internal controls. Support long-term financial planning by analyzing departmental needs, resource allocation, and alignment with strategic goals. Prepare and review periodic financial reports, dashboards, and reconciliations to ensure accuracy and completeness. Ensure compliance with UW policies, cost accounting standards, and internal control requirements. Serve as back-up reviewer and approver for departmental financial transactions and reports; coordinate with central Finance offices as needed. Analyze financial data to identify trends, variances, and opportunities for process improvement; recommend and implement solutions to enhance operational efficiency. Grant Financial Support – MSTP Training & Fellowship Grants Assist the Operations Finance Manager with administration of MSTP-related grants, including T-32 training grants and F30 fellowship grants. Prepare and review financial reports for grant-funded programs and ensure compliance with sponsor and university requirements. Support tracking of grant expenditures, reconcile award budgets, and coordinate with central Finance and Sponsored Programs offices as needed. Serve as a resource for MSTP faculty and staff on financial aspects of grant-funded programs. Laboratory Service Contracts Assist in the preparation and review of all Laboratory Service Agreements and route to the SoM Business Office for approval. Act as liaison between department labs, clients, and School of Medicine to facilitate the execution of contracts and agreements. Manage invoicing and accounts receivable for service agreements in Workday. Review and approve daily expenditures in Workday. Prepare monthly budget reports for labs. Operations Support & Strategic Initiatives Manage departmental programs, including maintaining financial records, procurement of budgeted resources, and preparing periodic reports for leadership. Design and implement operational procedures to streamline processes, improve efficiency, and support departmental goals. Collaborate with faculty, staff, and leadership to support strategic initiatives, long-term planning, and operational decision-making. What you’ll need: Bachelor’s degree in accounting, finance, business administration, or a related field AND three (3) years of experience OR the combination of education AND experience in the following areas: Financial management to include but not limited to invoicing and A/R. Budget development, financial reporting and accounting processes Management of federal grants. Experience with similar platforms for finance like Sage, PurchasePath, and Workday Finance. Strong analytical, problem-solving, and communication skills; ability to exercise professional judgment. Ability to manage multiple priorities in a fast-paced professional environment while maintaining accuracy and attention to detail. Strong communication skills. Desired qualifications: Experience with UW processes and policies. Experience with program or grant financial administration, including monitoring and reporting for sponsored programs. Knowledge of University financial policies, cost accounting standards, and internal control practices. Experience preparing financial dashboards and reports for leadership decision-making. Experience with clinical departments in a medical center/hospital environment. Demonstrated experience in business planning, financial analysis, and/or strategic planning. Demonstrated ability to effectively address complex and sensitive administrative issues. What we offer: Vacation time and sick time off that accrue monthly, including 12 paid holidays. State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities. Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region. Excellent healthcare, dental, disability, retirement, and other plan options. Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U. And much more! About the Department of Laboratory Medicine & Pathology: A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology at UW Medicine combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve labs and medical facilities both nationally and internationally. Please visit our website to learn more about our department. About UW Medicine: UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest. Become part of our team. Join our mission to make life healthier for everyone in our community. Compensation, Benefits and Position Details Pay Range Minimum: $69,720.00 annual Pay Range Maximum: $104,568.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: Not Applicable About the UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. 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