Career Services

By John Stabinger
Posted on 2 April 2020 | 2:40 pm
Alumni / Benefits & Services / Alumni Career Services

Alumni Career Services


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PROGRAM OPERATIONS SPECIALIST
University of Washington
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PROGRAM OPERATIONS SPECIALIST

University of Washington

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Details
Posted:
May 18, 2022
Location:
Seattle, Washington
Salary:
Open
Type:
Full Time

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 build 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 diversity, intellectual excitement, artistic pursuits and natural beauty.

The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.

The University of Washington Tacoma is a growing, urban-serving university that is deeply invested in its local communities. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth.

The Office of Research under UW Tacoma Academic Affairs has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST. This position will work under the general direction of the Director of the UW Tacoma Office of Research and the Associate Vice Chancellor for Research. The position will be a vital member of the Office of Research team located in the Tioga Library Building (TLB) working on campus with the potential for partial teleworking.

As an urban-serving university, the UW Tacoma aims to "foster scholarship, research, and creativity to address the challenging problems of our time and place."  In support of this mission, the Office of Research works with campus partners to:
  • Raise the profile of research, scholarship, and creative activities across the campus and in the community;
  • Assist UW Tacoma faculty to pursue externally sponsored research funding;
  • Promote the professional development of faculty through workshops that help faculty in all aspects of their research, scholarship, and creative activities;
  • Support student research experiences; and
  • Help the faculty to partner with public agencies and community groups in the mutual pursuit of publicly-engaged scholarship.

    The Program Operations Specialist will fulfill a critical role in meeting these goals by   providing direct support to UW Tacoma faculty and staff conducting research, scholarship, and other creative activities. This position will exercise independent judgment in interpreting and applying University wide policies, rules, and regulations associated with research administration, specifically assisting faculty with key components of the Research Lifecycle from pre-award proposal development to post award grant management. In addition, this position will provide program, operations, event, marketing, and communications management for Faculty Development (Faculty Success) activities sponsored by the Office of Research in collaboration with the Associate Vice Chancellor for Research. They will set their own work priorities in partnership with the Office of Research Director; manage program time-frames and deliverables for programs involving a wide variety of stakeholders both on and off campus. They will be responsible for performing some tasks related to fiscal oversight and planning, human resources, and external communications and outreach.

    An ideal candidate will have some previous research administration experience, substantial organizational, problem-solving, and project management skills, as well as individual initiative and excellent communication skills. They will be detail oriented who excels at fiscal activities such as developing budget proposals and projections (ie. spend down) plans. They will possess the ability to understand a wide range of externally and internally funded programs that have varying goals and priorities, as well as the ability to balance and prioritize day-to-day requests from multiple faculty and research staff.

    PRIMARY RESPONSIBILITIES include:
    Operations Support
  • Consult with the Office of Research Director and Associate Vice Chancellor for Research to create policies and procedures that support programmatic efforts as the primary point of contact to facilitate communication with external and internal partners and collaborators, space management, inventory control, procurement support, and workshop/meeting facilitation.
  • Provide complex administrative support for Faculty Development programs to include: scheduling meetings, supporting working groups, marketing and coordinating events; processing event invitations and RSVPs; developing program correspondence; and special project work as assigned.
  • Develop webpages for the Office of Research website that highlight and promote newly funded research, scholarship, and other creative activities being conducted by UW Tacoma faculty and staff; develop website content that provides researchers with current updates on conducting research at the University, as well as provide general maintenance of the Office of Research website.
  • Develop and distribute a quarterly “Research Round-Up” newsletter that highlights new research and scholarship awards and achievements and provides important updates on conducting research at the University of Washington that can be shared with the campus at-large as well as with external partners.
  • Organize and maintain a comprehensive record-keeping system for internal funding activities that include the UW Tacoma Catalyst Research and Scholarship Initiative and the Planned and Immediate Needs Founders Endowment funding.
  • Ensure compliance with departmental, institutional and state policies, rules and regulations regarding fiscal compliance across all budgets that fall under the oversight of the Office of Research.
  • Track internal research data and provide periodic budget and progress reports around current research and scholarship activities to UW Tacoma leadership.
  • May supervise an office assistant or student worker(s), as needed.

    Research Administration and Fiscal Oversight
  • Work directly with faculty and staff to prepare sponsored grant or contract submissions for internal routing and review.
  • Support post award grant management activities for specific (ie. assigned) sponsored research projects ensuring compliance with all terms and conditions of an externally sponsored research award.
  • Monitor assigned sponsored research budgets ensuring alignment with research project/program activities, plans, or priorities; maintain research project budgets, assist with monthly budget reconciliations and initiate corrective actions, prepare salary and expenditure transfer requests and other internal budget transfers, and develop sub-budgets, as needed.
  • Oversight of service revenue accounts administering service contracts with external clients, tracking completion of deliverables, invoicing, collection of payments, and management of revenue expenditures.
  • Ensure staff are correctly processing ARIBA-based procurement activities such as payments to individuals, e-reimbursements, non-PO invoices, Blank Purchase Orders, catalog ordering and travel expense reimbursements maintaining internal controls and ensuring compliance with University policies and procedures and local, state, and federal regulations.

    External Communication and Community Outreach
  • Support communication and community outreach activities associated with events hosted by the Office of Research and/or research groups being sponsored by the Office such as community meetings, advisory board meetings, research specific meeting or activities, and educational outreach events such as with local schools or community partners.

    Human Resources
  • Assist with HR processes that will include Workday entries as well as a variety of on-boarding procedures of newly hired staff and students; trouble shoot payroll and timesheet issues; assist with special requests such as support and onboarding for a visiting scholar, and coordination of exit procedures for staff and students separating from University.

    Other duties as assigned.

    MINIMUM REQUIREMENTS:
  • Bachelor’s Degree, preferably in Communications, Business Administration, or other related fields, plus 3 years research, administrative, operations, or program management experience.

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

    ADDITIONAL REQUIREMENTS:
  • Flexible, personal initiative, and demonstrated ability to represent the Office of Research professionally and effectively both internally and externally.
  • Experience in managing multiple complex budgets
  • Ability to organize and prioritize tasks, and think critically and problem-solve independently utilizing strong time management and organizational skills.
  • Excellent oral and written communications skills.
  • Competency in Microsoft Office applications, including Word and Excel.
  • Strong interpersonal skills and the ability to successfully navigate competing agendas and move projects forward in a collaborative way.

    Desired Qualifications
  • 3+ years of research administration work
  • Experience in budget development and project management
  • Knowledge of higher education systems, policies, and procedures.

    Application Process:
    The application process for UW positions 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.
    		•

    Internal Number: 206720
    About University of Washington
    Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
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