Business Office Student Assistant

Business Office Student Assistant

Washington Athletics aims to inspire champions in competition and in the classroom. We exist to enrich the lives of students to positively impact our community and world for generations to come. Operating with the four core values of growth mindset, committed service, humility and grit, the Huskies choose to lead by example. All Husky Athletics staff make an IMPACT by committing to creating a purpose driven culture that impacts students and our greater community. We engage in GROWTH through dynamic conversations, embracing creativity, and recognizing that every challenge represents an opportunity to learn.  We are a COMMUNITY who strive to create experiences for our stakeholders every single day.  At our core is the belief that INCLUSION means creating spaces and places that reflect equity, advocacy and belonging for all.

With over 650 student-athletes participating in UW's 22 sports programs, the department of Intercollegiate Athletics is committed to providing student-athletes with the ability to compete for national and conference championships while working toward a degree from one of the world's leading public research universities. 

This position is part of the Intercollegiate Athletics Department (ICA) Business Office team. 

Job Responsibilities –

Procurement and Central Travel Account Cards (95%) –

• Review and reconcile CTA card transactions for team travel, recruiting, and other individual airfare. Reconcile to appropriate budgeted accounts. Ensure compliance with departmental rules and regulations. Ensure timely reconciliation for accurate budgeting and record keeping. 
• Collaborate with ICA Department Travel Coordinators to support all athletics travel. 
• Review procurement card best practices and departmental and University procurement card policies and procedures with procurement card users.
• Review procurement card purchases for compliance with university and departmental policy and procedures, budget allocation, object coding, and supporting documentation.
• Notify cardholders and department Chief Financial Officer of procurement card non-compliance on an ongoing basis.
• Collect and organize travel receipts and related documentation to ensure accurate and timely expense reconciliation compliance with ICA policies. 
• Monitor expiration dates of all procurement card users and monitor the procurement card renewal process. Monitor Employee departure list and contact card holder and ProCard office to cancel ProCard.
• Review and reconcile expense transactions incurred for departmental services and the departmental procurement cards. Contact vendors for corrections to misapplied accounts and third-party billing errors.

Other (5%) –

• Provide new and on-going training to ICA staff regarding University and departmental procurement policies and procedures.
• Maintain departmental purchasing and payment policies and procedures documentation.
• Recommend process improvements as needed.
• Participate in quarterly meetings with UW procurement to discuss best practices and process improvements.
• Prepare ad-hoc procurement reports as needed.
• Electronically set up and maintain efficient and organized fiscal records.

Compliance with the rules and regulations of the University, the NCAA, the Conference, the State of Washington and any other governing body is of paramount importance to the University.  The overall responsibility of this position is for the successful operation of the program in full compliance with all such rules and regulations.  As a condition of employment, the Employee shall be required to participate in rules education programs offered by the Department of Intercollegiate Athletics.

Requirements –

High school diploma or equivalent and knowledge and interest in college athletics. Current UW student.  
 

Additional Requirements –

Professional oral and written communication skills. Strong organizational and problem-solving skills. High degree of accuracy and attention to detail. Proficiency with Microsoft Excel, Outlook and Word.

Desired –

Familiarity with UW procurement processes and using the Workday module for purchase orders and payments. Familiarity with UW Supplier Search Report and UW Contracts Search. Familiarity with UW procurement card processes. Familiarity with Workday. Experience working in a collegiate athletics business office. Interest in Husky Athletics.