PROGRAM OPERATIONS SPECIALIST - University of Washington

Req #: 242733 Department: DEPARTMENT OF MEDICINE: METABOLISM Job Location Detail: South Lake Union - Building F Posting Date: 01/21/2025 Closing Info: Closes On 01/28/2025 Salary: $5,810 - $7,400 per month Limited Recruitment: **Open to Department employees only** 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 Metabolism, Endocrinology, and Nutrition has an outstanding opportunity for a Program Operations Specialist to join their team.** **POSITION PURPOSE** This position will be responsible for overseeing the division's research and administrative operations at the VA. This includes oversight of the NIH-funded P30 Diabetes Research Center (DRC) grant as well as basic research grants ensuring compliance with complex Federal, State and University requirements. 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 six 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 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. This position will supervise staff (currently one staff member), reports to the Division Administrator and works closely with the faculty and staff in the DRC, UW Medicine Diabetes Institute, division, the Department of Medicine, School of Medicine and affiliate institutions in an effort to build and maintain effective working relationships and research processes that are vital to our mission. This position has responsibility to review proposals for accuracy and feasibility, to identify resource and space needs required for successful implementation, to communicate compliance requirements, to establish deadlines and communicate documentation requirements, to provide ongoing financial or other status updates and to ensure that accomplishment and appropriate reporting of deliverables. **POSITION COMPLEXITIES** The role of the Program Operations Specialist (POS) is to manage the program operations of the DRC, as well as a portfolio of division research grants and clinical studies in the UWMDI. As such, s/he exercises substantial responsibility and utilizes specialized knowledge of the research, education and program objectives 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. **POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY** The University of Washington is a world-renowned research institution. Competent research administrators are essential to ensuring that the proposal and award management processes run smoothly and that all research is conducted in accordance with sponsor and University guidelines. This position will provide research administration expertise and guidance to investigators and leadership **DUTIES AND RESPONSIBILITIES** 60% Research Administration + Pre-Award Management: Provide comprehensive management of grant proposals, including preparation of eGC1s and determining and communicating proposal requirements to all participants, setting proposal timeline, and coordinating the development of subcontracts. Advise faculty in pre-award operations and processes. Create basic and complex budgets that involve multiple departments and multiple institutions. Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University-specific policies and procedures. + Post-Award Management: Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable and reasonable. Review and approve daily financial transactions related to assigned research projects. Prepare monthly budget reports utilizing multiple financial and record keeping systems to perform analyses of sponsored projects, forecast future needs/expenditures, and communicate status and progress to principal investigators. Work closely with faculty to develop a strategic financial plan which ensures optimal use of available funds. Responsible for the management of complex faculty salary distributions, NIH cap cost sharing, and Workday cost allocation changes for faculty, staff, and graduate students. Review Employee Compensation Compliance (ECC) reports for faculty members and staff on a bi-annual basis.20% Personnel Management + Supervise 1 full-time staff member, including but not limited to: hiring, training, directing priorities, coordinating workload, staff development, performance evaluations, disciplinary actions, ensure the correct and proper maintenance of personnel files, including vacation/sick leave records and related supporting documents. + Ensure appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations.20% Operations + In partnership with Director and Division Leadership to develop protocols and guidelines for the usage of UW finances and resources at the VA within federal and gift/endowment guidelines. + Analyze fiscal data, forecast projections, and prioritize expenditures, activities, and work schedules. + Review and authorize potential purchases and monitor expenses. + Establish and administer sub-budgets, to meet State, University and granting agency compliance and tracking requirements. + Oversee direct report in production, editing and maintenance of website, brochures and informational materials. Communicate with students, staff, and general public regarding Institute events, programs, and requests for speakers, including discussion of content and policies. + Plan and attend meetings, public seminars and special events. Events include, visiting speakers/faculty, public receptions, faculty development conferences, professional and public lectures, professional networking activities, and local and national conference calls. + Collaborate with donors and off-campus organizations in cooperative efforts and jointly sponsored seminars including the Diabetes and Metabolism Seminar Series. **LEAD RESPONSIBILITIES** + This position provides input and expert guidance to Division Administrator, Center Director, and Principal Investigators. This position works closely with all central division administrative and research administration/fiscal staff with delegated authority to assess processes and systems and address workload allocation as needed. **SUPERVISORY RESPONSIBILITIES** + Supervise 1 full-time staff member. **MINIMUM REQUIREMENTS** + Bachelor's degree in business administration or related field and 3 years experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Familiarity with pre- and post-award grant and contract processes for both Federal and non-Federal sources. Four or more years' experience working in research administration with substantial responsibility for grant proposal development, including complex budgets and subawards. Significant experience with NIH and foundation proposals. + Experience interacting with faculty, department and division leadership in project management. + Demonstrated ability to manage priorities to meet deadlines while maintaining attention to detail. + Demonstrated problem-solving skills. Supervision experience. **DESIRED QUALIFICATIONS** + Familiarity with UW policies and procedures, particularly regarding research proposal preparation and management and financial management. + Experience working with UW central operations (OSP, IACUC, HSD, GCA, etc.) + Experience with UW systems including SAGE, Ariba, Workday and MyFD. **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.\#UWDeptMedicineJobs 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.