PROGRAM OPERATIONS SPECIALIST

University of Washington
Seattle, WA 98104

PROGRAM OPERATIONS SPECIALIST

Req #: 188718
Department: ENDOCRINOLOGY, METABOLISM, AND NUTRITION
Job Location: Other Location
Posting Date: 03/26/2021 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience 
Shift: First Shift 

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 Division of Endocrinology, Metabolism, and Nutrition in the Department of Medicine has an outstanding opportunity for a full-time Program Operations Specialist in the Diabetes Research Center.

The Diabetes Research Center (DRC) is one of 16 DRCs sponsored by the National Institutes of Health (NIH) to promote basic, translational, and clinical research on diabetes and related metabolic disorders. To accomplish this goal, the Center is organized around five biomedical research cores and an Administrative Core that also administers the Enrichment Program and the Pilot and Feasibility Program (P&F).  This position will be responsible for overseeing the development and management of the Enrichment Program and the Pilot and Feasibility Program, including the overall financial operation ensuring compliance with complex Federal, State and University requirements.

The role of the Program Operations Specialist (POS) is to manage and administer the Enrichment Program and the P&F Program of the DRC and to support the Manager of the DRC. As such, s/he exercises substantial responsibility and utilizes specialized knowledge of the research, education and program objectives of the Center ensuring strategic goals and extramurally funded award aims are met. Must work independently, take initiative, prioritize matters, and accomplish a broad spectrum and volume of work. This position will need to use critical and independent judgment in their daily work.

Operations Management of the Enrichment Program and the P&F Program of the DRC

Administration of these programs requires flexibility and the ability to organize and manage many ongoing projects simultaneously while attending to competing deadlines. Responsibilities include complex program management duties which include the following:

  • Sets program goals, develops strategic plans, develops budgets and project plans to achieve operating goals.
  • Establishes and assures adherence to program priorities and deadlines based on DRC goals and institutional requirements.
    Is responsible for ensuring compliance with University and sponsor policies and regulations governing the activities of the DRC.
  • Determines and advises investigators and faculty on the viability of proposed resource allocation to ensure lack of conflict between funding sources and viability of adequate effort and resource commitments.
  • Provides overall management of a grant portfolio consisting of multiple grants and new grant proposal production. Prepares grant proposals and contracts. Prepares monthly budget reports and works with Investigators to ensure compliance with proposal activities. Interfaces directly with funding agencies and subcontractors to ensure obligations are fulfilled effectively. Provides reports and other communications as required by sponsors and the University.

    Fiscal Management

  • Oversees complex budgets and advises Investigators on fiscal management by developing customized, detailed monthly financial reports. Provides counsel, utilizing multiple financial and record keeping systems to perform analyses of Principle Investigators (PIs) grant portfolios, forecasting future needs/expenditures and communicating status and progress to PIs.
  • Manages the Centers purchasing processes and systems including the use of ProCards and Ariba, ensuring compliance with University and department procedures. Is responsible for ensuring the Centers processes and procedures remain current with the Universitys improvements to its procurement systems and processes.
  • Creates and oversees complex record keeping systems for the DRC including purchasing, budget expenditures, grant tracking, payroll, personnel and inventory.
  • Coordinates with Manager and Investigators to oversee and assist with payroll and timesheet management of personnel ensuring all University, state and federal regulations are followed.
  • Manages funding support for personnel and recommends appropriate funding strategies for effective use of funds.
  • Ensures audit readiness of all related documentation as required by sponsoring agencies and the Universitys records retention schedules.

    DRC Administrative Core

    As the hub of the DRC, the Administrative Core provides direction and administrative support to the five biomedical research cores' personnel, affiliate members and P&F program awardees. Management of the Core includes, but is not limited to, the following activities:

  • Collaborates with DRC Administrative Core, staff and Directors, to promote and attain the program objectives of the Center.
  • Develops creative solutions to operating challenges resulting from the DRCs biomedical cores being located at multiple sites and institutions, i.e. the Universitys Health Sciences Building, SLU campus and the VA Puget Sound Health Care System. This includes developing policies and procedures that support inter-institutional processes.
  • Organizes information systems to facilitate workflow within the DRC. Analyzes and improves workflow to facilitate effective and efficient operations of the Core and thereby the DRC.

    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.

    REQUIREMENTS

  • Bachelor's degree in business administration or related field AND two to three years experience in a related work environment. 

    Additional Requirements:
  • Experience in the preparation of grant proposals and eGC1s.
  • Management of federal grants and contracts. Experience with UW Purchasing, Workday and Travel systems.
  • Ability to independently prioritize and organize work to meet multiple, and at times, conflicting deadlines.
  • Proficiency in the use of Microsoft Office applications. Demonstrated attention to detail, accuracy and efficiency in work.
  • Willingness and ability to learn new systems and to implement new processes in response to changes.

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

    DESIRED

  • Aptitude for learning new skills to support changing needs of the DRC.

    CONDITIONS OF EMPLOYMENT

  • General work schedule is eight hours a day, Monday through Friday.
  • Flexibility of schedule may be needed in order to fulfill this position, such as for meeting grant submission deadlines. 
  • Demonstrates knowledge and understanding of, and maintains confidentiality of employee information, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights or DRCs operations.
  • Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.

    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 Workforce 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.

  • Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

    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.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

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

    To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

    COVID-19 VACCINATION REQUIREMENT

    Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.


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    PROGRAM OPERATIONS SPECIALIST

    University of Washington
    Seattle, WA 98104
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