Jobs at Western

Fiscal and Data Specialist

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: Academic Affairs

Position Title

Fiscal and Data Specialist

About the University

Western Washington University emphasizes excellence in undergraduate education and graduate programs. The third-largest university in the state, WWU offers degrees in more than 160 programs through its seven colleges. More than 15,000 students attend Western, which U.S. News & World Report has consistently ranked as the top public master’s-granting university in university in the Pacific Northwest.  Western serves the local community, state and region through partnerships, innovative research, mentoring and community service activities.

About the Department

For more than 100 years, Outreach and Continuing Education has provided diverse professional and community learning opportunities through innovative partnerships and programming. OCE expands access to Western’s outstanding educational opportunities across the Western Washington region and beyond through a focus on creating community, serving learners and providing lifelong impact. 

Our team collaborates with colleges, departments, faculty, and community partners to develop innovative educational opportunities that serve the needs of today’s learners. 

Learn more about our Mission and Vision.

Outreach and Continuing Education supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

About the Position

This position supports the Administration and Financial Management (AFM) unit in Outreach and Continuing Education (OCE) at Western Washington University.  In this role, your duties will include contracting, payroll, fiscal support activities, data analysis/reporting, personnel and budget functions of Outreach and Continuing Education (OCE).  This is a full-time (1.0) position.  The position reports directly to the Fiscal Manager.

Typical tasks include:

Academic year and summer contracting, payroll, and auditing activities:

  • Prepare, route and track 580+ faculty contracts from information provided on finalized and approved departmental planning documents
  • Primary liaison with between the AFM unit and academic departments
  • Generate personnel action forms from information provided on finalized faculty contracts
  • Coordinate onboarding activities with colleges, faculty and Human Resources
  • Perform quarterly faculty contract audit
  • Maintain official university faculty files that include: finalized contracts, personnel action forms and backup documentation
  • Provide historic faculty payroll and teaching assignment information
  • Utilize web-based forms, MS Access, Smartsheets, MS Teams, and Banner for maintaining confidential faculty records, and contracting, payroll, and auditing information
  • Generate non-credit program contracts utilizing Contract Management Module (CMM)
  • Summer Session:
    • Assist with creation of Summer Session planning document templates
    • Maintain and update Summer Session instruction manual
    • Lead group and one-on-one training sessions
    • Support Banner testing and programming coordination
    • Prepare, route and track 400+ faculty contracts
    • Assist with processing payroll for 400+ faculty contracts
    • Perform payroll audit


Data reporting and recordkeeping systems:

  • Create, analyze, and maintain data reports as directed by the Fiscal Manager
  • Report data from a variety of known areas:
    • Develop methods for conducting data mining by creating database queries and reports
    • Review data for accuracy and completeness
    • Prepare reports and tracking sheets as required
      • Using these reports you will analyze, interpret, and prepare recommendations on data to include the following:
        • Contracting, including a comprehensive review of the progress of current contracts, including time to completion, etc.
        • Hiring/onboarding
        • External contract routing
        • Invoicing, open orders, encumbrance/liquidations, journal vouchers, and redistribution tracking
        • Workflows and process improvements
  • Update data reports, critically examine current departmental processes to improve overall process efficiencies
  • Invoices, payments, and billings
  • Establish and maintain efficient and effective fiscal, contracting, auditing recordkeeping systems for departmental processes including, but not limited to: invoicing, purchase orders, contracts, service reimbursements, and honorariums.


Fiscal and administrative activities:

  • Payroll:
    • Process bi-weekly payroll for Outreach and Continuing Education’s Independent Learning Program
      • Collect and verify faculty compensation utilizing student registration cards
      • Utilizing OCE’s web-based database, enter faculty compensation and run payroll report
      • Enter, submit and approve compensation in Banner
      • Audit payroll utilizing Banner reports
    • Responsible for OCE student and staff bi-weekly payroll activities
      • Update payroll tracking sheets and distribution/email list
      • Review and lock approved leave requests; record leave requests on staff payroll tracking sheet
      • Send departmental-wide email(s) to remind staff to submit timesheets
      • Review and approve timesheets in Web4U and/or Banner
      • Audit payroll utilizing Banner reports
      • Follow up on missing timesheets, approvals and leave requests
      • Utilizing OCE’s web-based database – maintain confidential staff records and payroll information
  • Responsible for maintaining a procurement card and the reviewing/reconciliation thereof Maintain OCE payroll group mailbox
  • Research fiscal and budget issues for units/departments
  • Prepare, route and track journal vouchers utilizing Smartsheets, Banner, Millennium, OnBase and FileZilla
  • Research university policies, provide summaries to Fiscal Manager
  • Prepares, verifies, processes, and monitors fiscal/business forms and documents, including: purchase forms, reimbursements, and honorariums
  • Coordinate onboarding processes for faculty in Outreach and Continuing Education Programs
  • Process and track salary redistributions
  • Process and track liquidation/encumbrances
  • Create, maintain, and update AFM processes and procedures


Cross-train and support for the following AFM activities:

  • Cash handling: serve as cashier at conference/events offered by Outreach and Continuing Education; this occasionally requires working evening and weekend hours as well as reliable transportation for those times
  • Organizing and assisting with recruitment activities
  • Facilitating new hire paperwork, including initiating permission and access requests
  • Telecom and mail services report accuracy and distribution
  • Inventory and office supply ordering
  • Process department PCard purchase requests
  • Other duties and projects as assigned


Diversity, equity, and inclusion:

  • Demonstrate commitment to valuing diversity and contributing to an inclusive working and learning environment through incorporation of accessibility, diversity, equity, and inclusiveness perspectives throughout functional responsibility areas
  • Active participation in OCE's, and Western's work on diversity, equity, inclusion, and accessibility through conversations and professional development

Required Qualifications

  • Associate degree and at least two years fiscal, administrative or related relevant professional experience that demonstrates skills required to perform administrative, contracting, payroll and fiscal duties OR an equivalent combination of education/experience sufficient to perform the essential duties of the job
  • Demonstrated ability to pay careful attention to details with a high degree of accuracy in a high-pressure, high volume, deadline-driven environment
  • Intermediate skills in Microsoft Word, Excel and Outlook
  • Effective communication skills, written and verbal
  • Minimum of two years of experience maintaining, tracking, and reconciling database records
  • Proven ability to independently organize and prioritize tasks, meet deadlines, and work efficiently despite frequent interruptions
  • Demonstrated ability to establish and maintain effective working relationships in a collaborative team environment with diverse employees
  • Ability to learn new software programs (such as Smartsheets, Banner, Millennium and Contract Management Module)
  • Demonstrated ability to exercise good judgment and discretion in maintaining confidentiality

Preferred Qualifications

  • Bachelor’s Degree in Business Administration or related field
  • Knowledge and employment experience in a higher education setting
  • Experience working with Banner Finance and HR modules
  • Experience working with Millennium Finance and HR modules
  • Advanced knowledge and use of Microsoft Excel
  • Experience working with Smartsheets

Special Conditions

All employees must comply with our Immunization policies, including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.


Positions typically begin at $3,370 per month; includes an excellent benefits package

Bargaining Unit

This position is part of bargaining unit A and is covered by the collective bargaining agreement with Washington Federation of State Employees (WFSE) of WWU.

Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.

Please include the names and contact information of three professional references.

Closing Date Notes

Position closes 10/31/2021 at 11:55 pm

Job no: 498992
Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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