Req #: 231222

Department: IMMUNOLOGY

Posting Date: 03/05/2024

Closing Info: Open Until Filled

Salary: $5,500 - $7,672 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

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 Institute for Translational Immunology (ITI) (https://itimmunology.uw.edu/) and the Seattle Hub for Synthetic Biology (https://alleninstitute.org/division/seattle-hub-for-synthetic-biology/) is recruiting for a 100% FTE Program Operations Specialist for their combined Postdoctoral Fellowship Training Program.

POSITION PURPOSE The Program Operations Specialist is responsible for program operations for the Institute for Translational Immunology (ITI) and the Seattle Hub for Synthetic Biology Fellowship Program. Under general supervision from Institute for Translational Immunology (ITI), the Seattle Hub for Synthetic Biology leadership, and the Program Director, this position will be responsible for program creation and operations.

The Program Operations Specialist will be managing a program that is supported by both the Department of Immunology and the Department of Genome Sciences, with collaboration with the Allen Institute. This position is expected to work independently to establish protocols for operational and technical coordination of the program.

This position requires initiative, problem solving, independent judgment, flexibility, discretion and a very high degree of organization, professionalism, and attention to detail. This position will be regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policies for faculty and staff. The person in this position must be comfortable and able to speak for the Program Director in their absence and must have the absolute confidence and trust of the ITI/SeaHub leadership.

The Program Operations Specialist is one of high responsibility, providing lead support and high-level professional operational and technical coordination of a large complex fellowship. The position requires interacting with people across multiple sites, including with team members, community members and agency representatives. The person will need to have strengths in multi-institution network management, project management, remote and in person meeting management.

DUTIES AND RESPONSIBILITIES Program Operations Management (80%)

• Provide advanced level operational direction for the ITI and the Seattle Hub for Synthetic Biology Fellowship Program.

• Responsible for exercising high level of independent judgment to implement and manage the operations of the Fellowship program.

• Oversee the annual review process of Fellows’ incoming applications and scientific progress reports.

• Oversee the development of project timelines, procedures, forms, manuals, and tracking systems.

• Collaborate with community outreach coordinator to engage with community organizations and coordinate community outreach events.

• Monitor project budget, conduct regular review of spending and provide projections to Program Director.

• Respond to inquiries and resolve any issues regarding policies and procedures within the Program.

• Communicate on behalf of the Fellowship Program with representatives from the Deans’ Office, the Chair, and external partners.

• Design, develop and recommend process improvements, and assist in implementing changes to the Fellowship Program.

• Manage spending and financial tracking of other funding sources that come into the program including, gifts or other committed allotments.

• Provide technical and administrative support in the development of accurate proposal submissions to ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University specific policies and procedures.

• Monitor budget and financial forecasting during current and succeeding grant years. This includes tracking expenditures, as well as, monitoring financial performance, and ensuring consistency with the approved award budget.

• Act as the key contact for development activities (with UW Advancement) within the Fellowship Program. Manage donor relations, outreach and community-relations projects, and work with faculty and industry representatives on marketing and/or fundraising.Administrative Management (15%)

• Manage all calendars for Fellowship Program leadership and ensure necessary supporting materials are provided.

• Coordinate meeting venues and electronic conferencing arrangements, take minutes of meetings, edit and summarize minutes for distribution.

• Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of fellowship program leaders; draft letters, notes and other correspondence.

• Coordinate travel arrangements and itineraries for fellows and faculty.

• Analyze communications/media materials budgets (Newsletters / Brochures / Web based) for events. Assure special events remain within budgeted limitation.

• Create community events and coordinate equipment, event materials, registrations, participant polls, and participant confirmation emails.

• Prepare & submit travel and purchase reimbursement requests for fellows, faculty, and visitors.Other (5%)

• Coordinate/Manage special projects and other duties as assigned. MINIMUM REQUIREMENTS Requires Bachelor’s Degree AND two years of administrative experience OR an equivalent combination of education and/or experience.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS

• Ability to work onsite, in the UW South Lake Union location.

• Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies.

• Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities.

• Must be proficient with Word, Excel and Outlook and the ability to periodically troubleshoot Microsoft products. Must be proficient with Zoom and Microsoft Teams.

• Ability to conduct internet searches, find, and apply a solution.

• Excellent proofreading skills, and both written and oral communication skills.

• WordPress web page development software experience.

• Experience with graphics and design software and video production.

• Working knowledge of University of Washington systems and procedures. CONDITIONS OF EMPLOYMENT

• Onsite work is based in our office at South Lake Union Campus. Position requires 4-5 days onsite.Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives, and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. Application Process: The application process 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.