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University of Washington MMC PROGRAM OPERATIONS SPECIALIST in Seattle, Washington

Req #: 225031


Job Location Detail: Office in located in Seattle; Hybrid Eligible

Posting Date: 08/07/2023

Closing Info: Open Until Filled

Salary: $5,200 - $6,700 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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_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.

POSITION PURPOSE The primary purpose of this position is to perform professional level programmatic support for the multi-million dollar Mitochondria and Metabolism Research Center (MMC), in the Department of Anesthesiology & Pain Medicine at the University of Washington. This position reports to the faculty Director of this Center with a matrixed reporting relationship to the Administrative Director for Research in the Department of Anesthesiology & Pain Medicine With general oversight and direction from the Director, the Program Operations Specialist will work independently to perform a range of complex programmatic and operational activities in support of the different grants, programs, and faculty that comprise the MMC. This position will successfully manage the operational aspects of the Center, and will work closely with department teams regarding human resources, grant management and financial operations matters. This individual will have authority to make commitments with respect to operational processes and procedures as well as budgetary expenditures. They will be able to develop policies and procedures to ensure compliance and further the goals of the Center. In conduction of these duties, they must exercise independent judgment and discretion on behalf of the Center and its leadership. This position will take principal leadership in development and conduct of outreach activities. This position requires a high degree of personal initiative; the ability to problem-solve independently; strong written communication skills; and a high level of computer competency, including management of website content management systems. This position is the lead professional staff position responsible for overseeing general operations of the MMC research center, and also serves as the outward facing staff position interacting with the greater UW research community and external research sponsors. An important goal of this position is to provide programmatic and administrative support to the director in elevating and maintaining the status of MMC as a nationally and internationally recognized leader in metabolic and mitochondrial research. The success of UW’s MMC research and funding significantly contributes to UW’s overall research profile and elevates the University’s standing as an institutional leader in basic science research.

DUTIES AND RESPONSIBILITIES Details Of Major Job Duty & percentage of time: Management of Center Operations and Personnel 50%

  • Ensure smooth operation of the Center and compliance with Center, department, and University operational and fiscal policies and procedures, and all applicable laws, rules, and guidelines.

  • Responsible for development and oversight of all compliance activities within the Center. Ensure compliance with administrative policies, health and safety regulations and privacy regulations.

  • Partner with the Director of Finance and Administration regarding the coordination of salary funding sources, commitment of effort, etc. in accordance with department, School of Medicine, and University guidelines.

  • Partner with the core department administrative team to coordinate faculty on-boarding and departure procedures; manage lab set-up and closure process as needed and in coordination with department administration.

  • Partner with the department human resources team to manage the recruitment, advancement and termination of research trainees as well as other specified personnel in the Center.

  • Handle confidential and sensitive materials with discretion and professionalism (telephone calls, file content, emails, and meetings).

  • Manage Center Directors’ calendars and meetings.

  • Draft and prepare on the director’s behalf, correspondence, agendas, presentation visuals, charts, spreadsheets and other documents using Word, Excel, PowerPoint and similar software. Accurately proof, edit, and format documents to ensure accuracy of all prepared documents.

  • Make travel arrangements in support of the Director for both national and international travel; ensure all parts of travel (arrangements, reimbursements) and so forth are prepared and managed to conclusion; Ensure travel is compliant with University regulations.

  • In support of the MMC’s mission to educate, manage the Visiting Scientists and other Center guests visiting, including: coordinating travel, producing itineraries and managing associated expenses and reimbursements.

  • Manage purchasing of office supplies and equipment for the Center. Details Of Major Job Duty & percentage of time: Program Development and Outreach 25% Oversight and overall management of special events including workshops, symposia, meetings, and conferences. Events may take place in the Seattle area or nationally. Specific duties to include:

  • Develop and manage event budgets.

  • Manage logistical aspects of special events.

  • Develop agenda with Director.

  • Coordinate invitation and travel for top-level speakers.

  • Ensure Center, UW, state, and federal policies are upheld throughout all aspects of the event.

  • Organize faculty and laboratory staff meetings.

  • Manage and update MMC website Details of Major Job Duty & Percentage of Time: Management of Director’s Research Group 15% This individual will oversee, perform work directly or assign to other personnel, the following duties:

  • Oversee the interview, recruitment, on-boarding and termination of research trainees, graduate students and other student researchers.

  • Communicate with alumni of the group for NIH tracking purposes; collecting yearly data on current position and grant funding for trainees who have left the group in the last 10 years.

  • Oversee the travel arrangements for Trainees supported by the T32, other lab members, and visiting scientists as needed.

  • Coordinate the gathering of scientific and supportive documents for grant submission; using NIH format requirements.

  • Draft correspondence on behalf of the lab head, provide support letters for grant applications, promotions and other awards/appointments. Details Of Major Job Duty & percentage of time: Fiscal Management = 10%

  • In collaboration with Center Research Manager, review center operation budget, and assist with quarterly fiscal report to the director.

  • Work with the core department finance team to establish, analyze, and maintain event budgets, project expenses and income.

  • Coordinate with finance manager to resolve financial discrepancies.

  • Work with budget manager to secure trainee appointments at the UW (interdepartmentally).

  • Work with APM Grants Manager and HR to assist with NIH appointment and termination process for trainees. MINIMUM REQUIREMENTS

  • BA or BS in Business, Research Management, Science, Healthcare management or similar

  • Two years of operational experience in an academic/ laboratory research setting Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

  • Independent and expert organizational experience in preparing and managing outreach events and meetings.

  • Demonstrated experience showing independence, initiative and self-motivation.

  • Excellent communication skills and ability to compose written materials.

  • Expert organizational skills, demonstrated ability to manage multiple large projects/programs simultaneously, including management of staff.

  • Must be proactive; anticipate needs of the Center and PIs, fellows and staff.

  • Detail orientated individual who can review information and perform duties with great accuracy

  • Computer proficiency in Microsoft suite of product, particularly Outlook, Word, Excel. DESIRED QUALIFICATIONS

  • Experience with UW systems.

  • Experience in a scientific or research field preferred to understand elements of working in a basic research laboratory setting.

  • Strong interest in biomedical research, and enjoy working in an environment for scientific discovery and training. 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 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.