PROGRAM OPERATIONS SPECIALIST (50% FTE) - University of Washington

Req #: 232700 Department: DEPARTMENT PSYCHIATRY AND BEHAVIORAL SCIENCES Posting Date: 03/29/2024 Closing Info: Open Until Filled Salary: 50% of $5,810 - $8,714 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 Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department with over 300 full-time faculty members, over 400 courtesy/affiliate faculty members, 132 trainees and over 300 staff with an annual budget of over $110m. Department faculty provide clinical services in the University of Washington School of Medicine, University of Washington Medical Center-Montlake and Northwest and Harborview Medical Center. Faculty members also serve at Seattle Children's Hospital, the Veteran's Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center; which comprise 5 hospitals, 14 primary care locations, and several outpatient sites; in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department's highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest and is the largest program in the United States. We offer 26 graduate medical education programs, including the Psychiatry Residency and Clinical Psychology Intern/Resident programs, 24 subspecialty clinical fellowships (ACGME & Non-ACGME), and required and elective medical student clerkships for 276 students. In addition, our education program runs 6 workforce training programs for mental health practitioners across Washington State and the Pacific Northwest Region. The Department's robust research portfolio reached $55 million in grant and contract awards in fiscal year 2023 for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. The Department of Psychiatry and Behavioral Sciences is recruiting for a part time 50% Program Operations Specialist (NE S 8). **POSITION PURPOSE** The Center for Medication Development for Substance Use Disorders and Overdose, directed by Dr. Marco Pravetoni, at the University of Washington School of Medicine's Department of Psychiatry and Behavioral Sciences is focused on development of vaccines, antibody-based therapeutics, and small molecule pharmacotherapies to counteract opioid use disorders, drug overdoses, and the translation of these promising novel therapies into the clinical space. The Center manages a unique multidisciplinary research program integrating vaccine design, antibody engineering, formulation/delivery platforms and pre-clinical models among a wide variety of other studies to support regulatory approval and clinical evaluation, and ad hoc industry collaborations. We are seeking a Program Operations Specialist who will be responsible for overseeing administrative efforts and coordination of research operations to support multiple pre-clinical and clinical research programs, as well as the overall daily operations of the Center. The ideal candidate will support the Center Director and Principal Investigator (Marco Pravetoni) in managing the NIH- and industry-funded research portfolio by managing program operations, managing competing timelines, directing staff, and generally serving as the PIs delegate in operational and logistics matters. Position Complexities: The position is complex as the Center for Medication Development for Substance Use Disorders and Overdose includes a large portfolio of NIH grants, industry contracts, and other types of research collaborations. The position will require understanding upstream management (i.e., interaction with the Center Director and other faculty collaborators), and downstream management (i.e., interaction with staff scientists, post-docs, and trainees). The individual will work under the general direction of the Center Director to ensure that the research operations of the Pravetoni Laboratory and Center as a whole are fully executed, and competing deadlines are met. This individual is expected to serve as the PI's delegate with minimal or no instruction. For instance, the individual will be expected to interface on the PIs behalf with colleagues in the Center, the Department of Psychiatry, or the larger School of Medicine/University. **DUTIES AND RESPONSIBILITIES** Direct Program Operations Activities + Daily running of the Center as the operational arm of the Center Director managing multiple complex sponsored projects. While the scientific mission of the program is still conducted by the Director and senior scientists, the Program Specialist will support this mission. + Coordinating with research investigators and staff to ensure completion of required trainings for all Center activities. + Responsibility for developing resources and materials for the Center, in partnership with the PI. They will maintain timelines and schedule meetings, as needed. They will also facilitate leadership and stakeholder team meetings to translate the research plan into action. + Assists in the development of new initiatives and evolution of existing programs and projects. + Work independently and establish strategic timelines to ensure completion of operational tasks for the Center. + Collaborate with the Center Director in developing organizational charts and work plans to ensure efficient completion of tasks. + Project management of grant submissions and manuscript preparation. Collect all materials for grant submission and coordinate with UW ABC. + In collaboration with the PI and Center Research Manager, ensure the timely and effective completion of study activities according to the milestones and according to the approved budget. Provide periodic status reports to Sponsors, PI, and other key personnel with regards to progress toward project timelines, milestones, deliverables, and any obstacles to achieving them. + Serve as liaison between the UW project team, research project partners, community partners and funding agency. + Monitor research budget expenditures and work with the PI, research manager, department fiscal managers and lab staff to ensure charges are allowable and allocable. In collaboration with the department Research Administration team, create and maintain spending projections to ensure that research activities will be completed within funding provided. Proactively identify budget issues, develop resolution plans with PI and the department grant manager and implement these plans. + Independently implement procedures, protocols, tools, materials, etc. for the Center. Identify problems, propose solutions, and implement those solutions following consultation with the PI. Supervise creation and maintenance of study files, ensure audit readiness, and ensure files are maintained and stored in a manner and for a timeframe that meets regulatory requirements. + In collaboration with the department, supervise space allocation, and equipment procurement, when necessary.Team Management and Leadership Involvement + Under the direction of the Program Director, initiate the hiring of staff. In collaboration with the research manager, supervise staff, including but not limited to training, routinely overseeing task completion, coaching, evaluation, and performance improvement. + Coordination of roles and responsibilities to ensure ongoing compliance with rules and regulations regarding the responsible conduct of research. + Interface with department HR to create job postings and check on appropriate leave reporting. + Interface with Department Leadership to ensure compliance with sponsor guidelines and budget management requirements. + Ensure effective and efficient team functioning. + Manage team communications. Establish an agenda, lead, and summarize team meetings. + Act as a change agent in developing and implementing process change within the research team. + Assist with fundraising and philanthropic endeavors.Other Duties as AssignedSupervisory Responsibilities + The Program Manager will assist the PI in managing non-laboratory staff and support hiring, liaison with HR for recruitment, and monitoring leave reporting. **MINIMUM REQUIREMENTS** + Bachelor's degree in public health, health administration, psychology, business administration or related field. + Minimum of three years of job-related experience. + Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **ADDITIONAL REQUIREMENTS** + Experience in managing at least one prior large complex project. + Experience with scientific research methodologies. + Must be self-directed and able to work independently, and under limited supervision, to complete assigned projects. + Effective interpersonal and leadership skills. + Excellent communication skills, in written and verbal English. + Demonstrated ability to analyze complex and non-routine issues requiring innovative solutions. + Demonstrated ability to operate effectively in a dynamic organizational and technological environment. + Demonstrated ability to develop project plans/schedules and motivate team to meet deadlines. + Demonstrated ability to interpret and apply complex policies and regulations. + Demonstrated financial analysis skills, including preparing and presenting financial and quantitative analyses, financial projections, and budgets. + Significant project and clinical trial management experience or progressively responsible experience in a related position including regulatory and compliance responsibilities. + Experience with tracking database software, such as MS Access, REDCap, SQL, MS Excel and similar. **DESIRED QUALIFICATIONS** + Master's degree in relevant field, e.g. public health, health administration, psychology, business administration. + Experience managing complex research projects. + Previous industry or administrative experience in laboratories focused on medication/vaccine or other biomedical product development. + Fluency in spreadsheet software; ability to develop and maintain complex spreadsheets independently. + Experience in risk management and audit regarding federal and non-federal sponsors and regulating bodies. + Experience with grant application procedures, personnel documentation, contract generation and subcontracting, preferably at UW. **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.