Manager of Fiscal Program Operations: Lab Medicine & Pathology Purchasing

** 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
** Manager of Fiscal Program Operations
** with the
** Purchasing Team**.The Manager of Fiscal Program Operations provides high-level leadership and oversight of all financial, administrative, reimbursement, and inventory-related workflows within the DLMP Purchasing division across both the Medical Centers and SOM. This position ensures the accuracy, compliance, and operational integrity of purchasing-related financial processes, including invoice management, budget and grant alignment, Workday procurement transactions, reimbursement workflows, inventory administration for the Renton facility, and documentation standards required for audit readiness.

The Manager leads the Fiscal Specialist and administrative teams, safeguarding DLMP from credit holds, financial discrepancies, compliance risks, and operational delays.
*
* Work schedule:

*** 100% FTE
* Monday – Friday
* Day shift
* This position is located in Northgate and will work a hybrid schedule (telework two (2) days or less per week)
** What you’ll contribute:
*** Fiscal, Administrative, and Financial Operations
** Directly supervise Fiscal Specialists and administrative staff across Medical Center and SOM.
* Ensure timely, accurate processing of invoices, credits, match exceptions, receipting, and Workday routing to prevent vendor credit holds and operational disruptions.
* Oversee all reimbursement activities (CTA, travel, conference/food, miscellaneous), ensuring compliance with UW and funding-source rules.
* Resolve complex fiscal issues involving grants, expired budgets, GF/GR corrections, cost-center mismatches, and fiscal year-end activities.
* Manage documentation governance, including Doc Star packing slip workflows, Media Lab SOPs, contract records, and audit-ready documentation retention.
* Maintain proper separation of duties for ordering, receiving, invoicing, and inventory activities.
* Generate and interpret financial reporting (spend summaries, vendor activity, invoice aging, budget utilization, grant end-date monitoring).
* Maintain the Purchase Path system, ensuring approval rules and workflows align with laboratory management needs, finance controls, grant requirements, and procurement policies.
* Oversee reconciliation of department-wide Fed Ex and phone service accounts, ensuring accurate billing, correct budget assignments, and timely resolution of any discrepancies.
* Co-manage the Renton Workday Inventory-to-Procure operation with the Director and Procurement Manager, owning administrative, invoicing, reporting, and audit support for inventory activity, and partnering closely with Finance to resolve inventory-related expense, charge, and accounting issues while addressing downstream impacts to Purchasing and maintaining separation of duties.
* Projects & Additional Responsibilities
** Lead administrative, financial oversight, and reporting components of Workday Inventory Management for the Renton (Academy) facility.
* Serve as a key departmental resource on the Workday Inventory-to-Procure project for the Renton (SOM) facility, supporting project design, contributing to workflow development, governance, and operational readiness, and assisting with build and implementation activities as needed, including work performed in partnership with external consultants.
* Lead restructuring of staff roles, task alignment, and end-to-end workflows across Purchasing, Inventory, Administrative, and Finance functions to support system implementations, improve efficiency, and provide clear separation of responsibilities.
* Partner closely with Finance during restructuring to remediate expense and charge workflows, resolve systemic issues identified through Purchasing, and ensure downstream impacts are addressed and stabilized.
* Lead department-wide process improvement initiatives across purchasing, inventory, administrative, and financial operations.
* Execute special projects assigned by the Assistant Director of Purchasing.
* Maintain and present SOPs (Media Lab and Workday), supporting audits, inventory expansions, and modernization initiatives.
* Provide regular updates on operational risks, escalations, system issues, and project status.
* Managerial Responsibilities
** Interview, hire, and orient new leadership staff.
* Hold staff accountable for ensuring training, continual education, and in-service education for staff.
* Evaluate performance and deliver timely performance evaluations; provide fair and immediate feedback regarding job performance for staff.
* Counsel and mentor staff to improve performance; recognize superior performance; develop performance improvement action plans; recommend corrective action as necessary.
* Promote a culture of accountability, service excellence, transparency, and operational reliability.
* Hold staff accountable for ensuring timely performance evaluations and…