Req #: 231931

Department: COLLEGE OF ENGINEERING

Posting Date: 03/13/2024

Closing Info: Open Until Filled

Salary: $6,250 - $6,500 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_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 Collaboration Core at the College of Engineering are looking for a Program Operations Specialist (E S 7) to serve as the primary research administrator for the UW ADVANCE and BRAINS. They will provide professional-level program administration and management with responsibility for directing and controlling program operations for assigned programs. This position will be involved in strategic planning, program development, and process improvement.

The Program Operations Specialist supports a wide spectrum of complex business, administrative, research, financial, and operational activities for UW ADVANCE and BRAINS. They will work closely with the Administrator, and staff of the Collaboration Core, and UW ADVANCE & BRAINS team members, to achieve strategic department and program goals. Key responsibilities include oversight and management of financial operations, establishing standard operating procedures, event/scheduling coordination, and project management.

This position must be able to balance multiple priorities and deadlines in a complex environment, with demonstrated ability to prioritize essential tasks with short lead times.

The Collaboration Core has high visibility within the College, UW, academia, and local and global high-tech business community. Smooth, high-level functioning of administrative operations is essential to the success of the Collaboration Core and its support of the College of Engineering.

DUTIES AND RESPONSIBILITIES Research Administration & Program Management – 55%

• Serve as the primary research administrator for UW ADVANCE and BRAINS. Work independently to manage submission of grant proposals and progress reports for research proposals initiated and administered for UW ADVANCE and BRAINS.

• Independently manage all post-award activities for UW ADVANCE and BRAINS with delegated approval authority.

• Serve as the primary and fiscal contact for UW ADVANCE and BRAINS. Apply principles of financial management and cost accounting standards to prepare regular reports including analysis and forecasting.

• Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in the call for proposals. Prepare or coordinate preparation of supporting materials and other proposal-related documentation.

• Contribute to the development of narrative reports for program reviews and annual reports for UW ADVANCE and BRAINS. Provide support for manuscripts and bibliographies.

• Process all HR related documentation and Workday business processes for UW ADVANCE and BRAINS. Serve as a backup approver for time sheets.

• Actively participate in strategic planning for UW ADVANCE, BRAINS, and the Collaboration Core while working to identify any program issues and potential solutions. This can include developing and updating standard operating procedures and policies.

• Provide pre-award support to external awards; activities will include eGC1 preparation, submission on sponsor platforms (Research.gov, Grants.gov, etc), prepare supporting materials (Biosketches, Current & Pending, Collaborations and Other Affiliations), cost-share addendum, and budget preparation.

• Serve on ad hoc Collaboration Core complex/center level proposal teams. This could include project management, pre- and/or post- award support, or site visit coordination.Event Coordination – 30%

• Managing ADVANCE and BRAINS programs event coordination and logistics including travel arrangements, meeting schedule, conference room reservation, food and catering, and announcement distribution following established processes and policies.

• Arrange and execute honoraria for speakers, catering agreements, vendors and hotel contracts

• Coordinate, organize, and provide administrative support for special meetings and events as requested by the Director(s) or supervisor. Reserve rooms, arrange food or catering, and provide equipment and materials. Provide supplemental administrative support for large meetings and conferences managed by event staff, attend planning meetings as requested.

• Provide day-of event support, rearranging furniture, accepting catering, organizing meeting materials, welcoming guests, tracking attendance.

• Help clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.

• Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.Marketing & Communications - 10%

• Manage ADVANCE and BRAINS websites. Create and update web pages as needed for news and event opportunities.

• Manage internal and external communications on behalf of programs.

• Design promotional and informational materials, including ADVANCE Impacts and ADVANCE Overview, BRAINS Impact reports, and conference recruitment posters.

• Compile resources and upcoming event/position/funding opportunities to share in weekly community newsletters.

• Manage program participant data, ensuring relevant contact information and listservs are updated on a regular basis.Other Duties as Assigned – 5%

• Participate in college/school meetings and contribute to committees.

• Serve on event teams to support large events, conferences and summer programs.

• Other duties as assigned. MINIMUM REQUIREMENTS

• Bachelors Degree in business administration, communication, or related field OR equivalent experience.

• 2-3 years of office or administrative support. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Experience with Microsoft Office (specifically Excel, Word, Powerpoint, and Outlook).

• Experience with Google Suite (specifically Google Drive, Google Documents, Google Sheets).

• Must be highly organized, punctual, and reliable.

• Able to work as a team member and independently.

• Strong organizational, task management, and prioritization skills.

• Excellent written and verbal communication skills.

• Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff, and faculty from diverse backgrounds. DESIRED QUALIFICATIONS

• Ability to perform statistical analysis of financial data and prepare reports.

• Experience working in an academic environment and a service-oriented organization. CONDITIONS OF EMPLOYMENT

• Ability to work hybrid - work from home and on campus. 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 your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.