Job Information
University of Washington PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 240966
Department: COLLEGE OF ENGINEERING
Appointing Department Web Address: https://www.collaborationcore.uw.edu/
Job Location Detail: Hybrid/Telework
Posting Date: 11/14/2024
Closing Info: Open Until Filled
Salary: $5,834- $6,667 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 to serve as the principal assistant to the Director of the Clean Energy Institute and Collaboration Core Administrator, and 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 Collaboration Core. They will work closely with the Administrator, and staff of the Collaboration Core to achieve strategic department 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 Project Management & Operations
Provide high-level program and project management for the Collaboration Core’s participating units (this includes institutes, centers, initiatives and/or shared user facilities).
Lead programming, special projects, and support special initiatives for the Collaboration Core’s participating units, by developing new processes, forms, communications, and materials (e.g., new work groups, funding programs, international collaborations). Projects are of a complex nature and will typically require independent problem-solving skills, understanding of strategic plan and advancement goals, and specialized knowledge of student funding mechanisms, gift, research funding, and university systems.
Establish and maintain standard operating procedure documentation across the Collaboration Core supported units.
Serve as a liaison with College and Campus offices on student and faculty exchange programs. Assist in coordinating logistics.
Contribute content and make web updates that elevate the visibility of partnerships and programs.
Apply principles of financial management and cost accounting standards to prepare business plans and complex reports including analysis and forecasting for Institute and associated facilities.
Conceive, plan, coordinate, and implement budgets, financial forecasts for projects, new initiatives, new facilities, and program matching.
Use independent judgment to make decision about financial resources.
Review and approve purchases for goods and services, delegating authority as appropriate.
Produce clear and effective reports and other documents, including annual reports. Manage deadlines and coordinate activities of multiple authors and contribute information about finance and administration.
Lead data collection and submission for annual reporting. Coordinate across partners and ensure sponsor deadlines are met.Research Administration
Lead ad hoc Collaboration Core complex/center level proposal teams. This could include project management, pre- and/or post- award support, or site visit coordination.
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.
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.Administrative Support
Serve as the principal assistant and scheduler for the Director of the Clean Energy Institute. Maintain the Director’s calendar and schedule meetings with keen attention to duration, transportation time, and advance preparation time required.
Arrange travel when necessary.
Serve as the principal assistant and scheduler for the Collaboration Core Administrator.
Maintain the Administrator’s calendar and schedule meetings with keen attention to duration, transportation time, and advance preparation time required.
Complete scheduling polls and work proactively to fulfill meeting requests.
Communicate on behalf of the Director with representatives from the office of the Vice Provost for Research, Deans’ offices, Capital Planning and Development, Federal and State Relations, and the Office of Planning and Budgeting, as well as external partners.
Communicate on behalf of the Administrator with representatives from the Dean’s office and schools/colleges across campus.
Make travel arrangements and arrange itineraries, working independently with travel agencies and other staff to assure that necessary arrangements are completed and billed in an appropriate and timely manner according to policy.
Prepare and submit travel expense reports and reimbursements for the Director.
Oversee the setup of regular administrative meetings including sending agendas, reserving space, sending meeting reminders, etc.
Coordinate, organize, and provide administrative support for special meetings and events as requested by the Director(s) or supervisor, including Dean’s Office research events.
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.
Help clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.Other Duties as Assigned
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
Bachelor's Degree in Business Administration, Higher Education Administration, or a related discipline. Equivalent experience can substitute for a degree requirement.
Two to three years’ experience in administration, higher education, and/or fiscal management. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Flexibility and willingness to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
Excellent oral and written communication skills.
High level of professionalism, organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team.
Experience establishing new processes and/or independently managing administrative or financial processes.
Ability to exercise independent judgment and work independently to resolve problems.
Ability to work collaboratively and independently with a high degree of reliability, accuracy and productivity.
Demonstrated experience supervising, mentoring, and/or training employees.
Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds. DESIRED REQUIREMENTS
Strong organizational and problem-solving skills; administrative creativity and strong initiative.
Experience managing a team, working in an academic institution, working with faculty across departments or in an interdisciplinary unit.
Working knowledge of UW systems, including SAGE, Workday, and Workday Finance. 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.