Job Information
University of Washington PART TIME PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 234957
Department: THE DEPT. OF HUMAN CENTERED DESIGN & ENGINEERING
Job Location Detail: Hybrid Eligible
Posting Date: 06/04/2024
Closing Info: Open Until Filled
Salary: 50% of $5,114 - $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/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.
While this position is open until filled, the priority application date to apply and to be considered is June 30th, 2024. POSITION PURPOSE The Pacific Marine Energy Center, located in the Department of Human Centered Design & Engineering (HCDE) is seeking a 0.5 FTE Program Operations Specialist to join our team. As one of four National Marine Energy Centers (NMECs), the Pacific Marine Energy Center (PMEC) is a consortium of universities focused on the responsible advancement of marine renewable energy by expanding scientific understanding, engaging stakeholders, and educating students. Researchers from the University of Washington, Oregon State University, and University of Alaska Fairbanks work closely with marine energy technology developers, academic and National Laboratory researchers, coastal community members, ocean users, federal and state regulators, and other government officials to address key challenges in the sector and accelerate its emergence. PMEC serves as an objective voice regarding the opportunities, capabilities, and effects of marine energy, including wave, tidal, riverine, and offshore wind resources. The Program Operations Specialist will maintain day-to-day functioning of PMEC, and work across multiple levels of University, State, and Federal research and concern in relation to marine energy, while at the same time supporting a dynamic, multi-million-dollar research program at the University of Washington.
The 0.5 FTE Program Operations Specialist will manage the daily operations of the PMEC at the University of Washington, in collaboration with the leadership team at UW and other PMEC institutions (OSU, UAF), as well as our Federal, State, and Industry partners. PMEC is in an exciting time of growth that will require a creative and collaborative individual to help support, lead, and grow the success of our programs, both long-term, and day-to-day. The position will include opportunities to work closely with PMEC leadership in developing educational and research opportunities in the marine energy sector and will have responsibilities for managing the program operations and communications of the Center.
DUTIES AND RESPONSIBILITIES Program Operations and Management (60%)
Serve as the primary operations manager and internal and external contact for UW PMEC, including sponsor.
Coordinate with HCDE Staff and PMEC leadership to manage all post-award activities for UW PMEC. Post-award activities include communications with Department of Energy (sponsor) staff, gathering quarterly reporting information from all Co-PIs, budget tracking and monthly reporting to the Directors.
In coordination with HCDE Staff, prepare regular reports including budget analysis and forecasting.
Coordination of PMEC PIs and grant reporting, and oversight of budgets in collaboration with HCDE fiscal staff.
Interfacing with DOE staff to ensure that budgets and reporting are complete, reporting monthly budget to PMEC leadership.
Regular communication with sponsors including monthly meetings and quarterly reporting of budgets and deliverables.
Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in awards.
Prepare or coordinate preparation of supporting materials and other award-related documentation.
Contribute to the development of narrative reports for program reviews and annual reports for PMEC.
Provide support for manuscripts and bibliographies.
Actively participate in strategic planning for PMEC, while working to identify any program issues and potential solutions. This can include developing and updating standard operating procedures and policies and the strategic plan.
Responsible for the day-to-day administration for UW-PMEC. Interface with UW-PMEC researchers, OSU-PMEC administrative staff, and HCDE administrative and fiscal staff to oversee PMEC operations and research grants.
Serve as the main point of contact for UW PMEC.
Monitor UW-PMEC email, gather monthly and quarterly reporting for DOE from internal PMEC PIs and OSU and UAF PMEC PIs, organize meeting locations, reserve parking for guests, and other daily needs.
Disseminate relevant grant opportunities and hold workshops to generate collaborative proposals.
Support students in applying to the Marine Energy Collegiate Competition and support the Washington WAVE club.
Provide assistance with finding meeting locations, reimbursements (including travel to competition in DC), and general support connecting to faculty and other students at the UW. Event Coordination (20%)
Manage UW PMEC 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 leadership.
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.
Create and coordinate regular monthly seminar series including invited speakers.
Support faculty in the development of a 1-week marine energy bootcamp (2027) and facilitate the applications and administration of the program.
Organize and attend monthly UW PMEC PI meetings and quarterly UW PMEC All-Hands Meetings
Support the development of a programmatic short course plan among all National Marine Energy Center universities.
Support faculty in the development of 2-3 marine energy short courses, including facilitating application and administration of the program.
Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information. Communications and Outreach (20%)
Serve as the outward-facing voice of UW-PMEC to communities and the university. The role will include development of outreach and communications strategies, in collaboration with the other PMEC universities, as well as strengthening existing relationships with Industry Partners, and seeking new ones.
Manage PMEC website.
Create and update web pages as needed for news and event opportunities, including highlighted research and projects.
Manage internal and external communications on behalf of programs.
Design promotional and informational materials, including PMEC weekly newsletter, monthly communications to PMEC Industry Partners and other community members (SeaGrant, etc.), and conference and short-course recruitment posters.
Compile resources and upcoming event/position/funding opportunities to share in weekly community newsletters with UW PMEC faculty, researchers, students, and industry partners.
Create and manage PMEC social media presence.
Manage program participant data, ensuring relevant contact information and listservs are updated on a regular basis.
Create communications plan in coordination with other PMEC universities.
Develop and update public documentation of facilities and develop opportunities for engagement with technology developers MINIMUM REQUIREMENTS
Bachelor’s Degree in Engineering, Human-Centered Design, Business Administration, Project Management, or a related field.
2 or more years of work experience Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Function independently with minimal supervision and consistently demonstrate good judgment.
Experience with public and private sponsors such as local, state, and federal government agencies, non-profit organizations, community groups, and private organizations.
Ability to interact professionally with top-level individuals and a variety of organizations, including Department of Energy sponsors.
Demonstrated ability to develop and maintain strong and supportive relationships in a team environment.
Effectively address complex and sensitive administrative issues. Must have the ability to maintain confidentiality and use discretion.
Must demonstrate excellent written, oral, and interpersonal communication skills.
Demonstrated ability to deliver programmatic support to senior organizational leaders.
Excellent written and spoken communication skills.
Ability to take initiative and work effectively within the organization and with external partners.
Experience with Microsoft Office, particularly Excel.
Ability to exercise independent judgment and manage competing priorities using strong organizational skills. DESIRED QUALIFICATIONS
Masters degree or above
Familiarity working in an engineering, environment, or energy context.
Familiarity working in an engineering, environmental, or energy context.
Experience managing federally funded projects in an academic setting.
Experience working with UW fiscal and administrative systems and departments.
Familiarity with University policies and procedures, particularly grants and contracts.
Familiarity with developing communications materials for social networking platforms, using Mailchimp, Canva, or other software. 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 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.