PROGRAM OPERATIONS SPECIALIST

Seattle, WA, United States

PROGRAM OPERATIONS SPECIALIST

Req #: 225668

Department: DEPARTMENT OF BIOENGINEERING

Job Location: Seattle - South Lake Union

Posting Date: 08/11/2023

Closing Info: Open Until Filled

Salary: $5,500 - $7,700 per month

Other Compensation:

Limited Recruitment: Other

Shift: First Shift

Benefits: As a UW employee, you will enjoy generous benefits and work/life programs.

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 Department of Bioengineering is looking for a full-time Program Operations Specialist to provide specialized program management support for three related research programs in Cardiovascular Bioengineering and Biology: the UW Center for Translational Muscle Research, the UW Bioengineering Cardiovascular Training Grant, and a research consortium funded by the Bill and Melinda Gates Foundation. The position will be responsible for administrative and financial leadership and operational direction to the three programs.

The Program Operations Specialist will be responsible for providing administrative leadership across a wide spectrum of complex business, administrative, and operational activities supporting three high-profile research programs: The University of Washington Center for Translational Muscle Research (CTMR), the University of Washington Bioengineering Cardiovascular Training Grant (BCTG) and the Bill and Melinda Gates consortium (BMGF). All three programs are cross-disciplinary, with different, complex reporting relationships. The CTMR is composed of three Cores, The BCTG brings together 25 faculty members from the College of Engineering and the School of Medicine. The BMGF grant carries additional complexity in that it is based across several institutions.

The Program Operations Specialist will work closely with lead administrative staff in the College of Engineering, College of Arts and Sciences and the School of Medicine, as well as the Directors, Steering Committees, investigators, staff, students who span several departments, as well as with investigators and staff at the other institutes supported by these programs. The Program Operations Specialist will use independent judgment, strong leadership skills, and knowledge of laboratory business operations to effectively facilitate workflow and promote a collaborative work environment.

We are interested in candidates with a strong scientific background, experience conducting research, as well as demonstrated experience mentoring trainees from diverse backgrounds.

DUTIES & RESPONSIBILITIES

Strategic planning and project management:

Work with Principal Investigators to establish organizational goals and monitor progress.

Write and direct the preparation of clear and effective reports and other documents, including research progress reports, annual updates to funding agencies, and program and curriculum reviews. Manage deadlines and coordinate activities of multiple authors across multiple institutions and contribute information about finance and administration.

Organize and attend administrative and strategy-planning meetings as needed, both ad hoc and as part of regularly convened groups at UW.

Work closely with UW department of Bioengineering, School of Medicine, department of Biology, UWMC, South Lake Union Administration, and other partners to ensure successful and smooth functioning.

Manage the facilities/space operations for CTMR by ensuring equipment needs are met and that capital equipment/assets are managed appropriately in accordance with applicable directives.

Collaborate with directors and administrators on plans for future expansion and establish what future needs are required to support the facilities and space.

Finance analysis and management:

Develop, plan, and prepare budgets and financial forecasts for projects, new initiatives, and program matching.

Prepare financial reports including analysis and forecasting for the Directors/PIs as requested.

Advise the Directors/PIs on finances and short- and long-term financial planning and resource allocation for all operations.

Ensure that budget proposals are adequate to meet the financial operating needs of the program.

Manage and oversee post award responsibilities including preparing annual progress reports (i.e., NIH RPPRs) and final status reports for grants and contracts in partnership with the PI and staff.

Monitor and approve expenditures.

Evaluate, analyze, and manage payroll for faculty and staff in Workday.

Grant and Research Administration:

Manage activities that relate to multi-disciplinary research proposals that will be initiated and administered by one of the supported Institutes.

Manage all pre- and post-award funding and activities for federal research grants.

Facilitate grant proposals, 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 post-award support to external awards; activities will include monitoring faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out.

Monitor all Institute research awards for compliance with University, Federal and State, sponsors policy and regulations and educate faculty and other staff on compliance matters.

Manage and work with subrecipients/subcontracts to ensure that proposal requirements and timelines are met.

Work with PIs to review and provide recommendations on proposals for potential IRB, IACUC and SFI compliance issues.

Build and maintain professional working relationships with national funding agencies and administrative offices on campus such as, but not limited to NIH, Bill and Melinda Gates Foundation, Grant, and Contract Accounting (GCA), and the Office of Sponsored Programs (OSP).

Bioengineering Training Grant Program Management:

Work closely with the Training Grant Director to manage the award; provide administrative and financial-oversight support for the Bioengineering Cardiovascular Training Grant.

Interpret NIH grant requirements and apply them to training grant applications, renewals, and progress reports for completeness and compliance with GCA and OSP. Prepare annual required reporting and ad hoc reports per request from sponsor.

Manage the trainee application process, review, and appointment of selected students with NIBIB, maintain trainee records, send, and receive feedback surveys from trainees for continuous improvement. Supervise trainee compliance with and progress towards the program requirements. Facilitate Workday appointments of trainees by working with staff in the trainee departments.

Work in partnership with PI to develop policies & procedures and develop program communication and outreach materials such as the website and call for applications. Maintain the program website.

Work in partnership with grants management staff to track the budget.

Support departmental and university diversity initiative programs related to recruitment efforts.

Organize and attend steering committee meetings as required for the training grant fellows.

Work with program director and grants manager with preparation of progress reports and competing grant renewal applications.

Track current trainee and alumni activity and maintain information.

Communication and event organization and execution:

Draft and compose internal and external communications about the CTMR and BMGF on behalf of the Director and lead PI.

Plan and schedule weekly meetings; support agenda preparation; edit and disseminate summaries.

Plan, organize, and execute nationally and internationally attended conferences and workshops and research symposia.

Plan, organize, advertise, and execute a monthly seminar series.

Coordinate all logistics for visiting seminar speakers.

Collaborate and communicate with CTMR directors, affiliate PIs, students, staff, and partners.

Maintain effective calendar management for directors, PIs, and other individuals as needed.

Contribute to a safe environment in which ideas are shared, respected, and listened to, with follow-up and follow through actions and suggestions.

Draft communications and manage the content of the grant web presence and social media channels. Maintain websites, write content for websites and other publications, and manage production of print collateral and other materials.

Prepare and disseminate information both internally and externally about grant-funded activities through frequent project reports, blog posts, and white papers.

Other responsibilities:

Contribute to event planning for training grant educations, special events, visiting lecturers, and training grant dinners.

Arrange travel and reimbursements for visitors.

Organize information in physical or electronic format to facilitate workflow within the program to facilitate effective and efficient operations.

Prepare materials such as PowerPoint presentations for public speaking engagements.

Participates in workgroups, teams, and projects.

Attend lab meetings, as needed.

MINIMUM REQUIREMENTS:

Bachelor’s degree in biomedical engineering, business, or related field.

Minimum of 4 years’ experience with demonstrated success managing projects or programs.

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

ADDITIONAL REQUIREMENTS:

Demonstrated experience guiding, developing, and implementing the goals of complex, multifaceted projects.

The ability to clearly understand and articulate what decisions need to be made and when.

Proven ability to coordinate, collaborate, and communicate clearly and effectively with diverse people and across distributed, cross-functional teams.

Experience engaging broad audiences using social media and other tools.

Experience delegating whenever applicable to build, execute, and facilitate projects across participating partners.

Capacity to develop detailed project plans, ensure resource availability and allocation, and deliver on project objectives on time and within budget and scope.

Experience drafting project reports and financial reports and reporting results to a wide range of audiences internally and externally.

Demonstrated experience developing and managing to budgets, including Federal grants.

Detail and deadline oriented with the capacity to answer questions, track schedules, troubleshoot concerns, and promote community engagement in the project.

Strong organizational, problem-solving, facilitation, and consensus-building skills.

Outstanding written, verbal, and interpersonal skills.

Intellectually curious and highly motivated.

Knowledgeable user of Microsoft Office Suite, Zoom, Slack, Google Drive, polling software.

DESIRED

A Ph.D. degree or the equivalent combination of scientific experience, management, program planning.

Familiarity with NIH’s ERA Commons, and the UW’s eGC1 process in SAGE, Workday, GrantTracker, MyFD, and other UW systems.

Experience with training and mentoring.

Laboratory experience which may include but not limited to lab administrative support, hands-on laboratory bench work and academic research.

Holding lead roles in the laboratory environment and leadership of personnel.

Willingness to learn new skills as the project develops.

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 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.

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 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 [email protected].

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.

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