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University of Washington PROGRAM OPERATIONS SPECIALIST in Seattle, Washington

Req #: 241757

Department: GENOME SCIENCES

Appointing Department Web Address: https://www.gs.washington.edu/index.htmhttps://brotmanbaty.org/ave (https://www.gs.washington.edu/index.htmhttps://brotmanbaty.org/ave)

Posting Date: 12/11/2024

Closing Info: Open Until Filled

Salary: $4,517 - $6,750 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.

POSITION PURPOSE

The Brotman Baty Institute for Precision Medicine (BBI) at the University of Washington is at the forefront of technology development for understanding human genetic variation. The BBI along with the Department of Genome Sciences has an opportunity for a full-time Program Operations Specialist to support the Variant Effects Portfolio led by Douglas Fowler and Lea Starita.

The Program Operations Specialist will primarily provide key administrative program management and communications for the Atlas of Variant Effects Alliance, an international collaborative group comprising hundreds of researchers, technologists and clinicians dedicated to producing a collection of comprehensive variant effect maps that could ultimately assist in the diagnosis and treatment of disease to help deliver on the promise of genomics. This position reports to Variant Effects lead, Doug Fowler and the Director of Program Operations, Lara Muffley.

The Program Operations Specialist will work collaboratively and communicate frequently with the Variant Effects Director of Program Operations and will be responsible for a wide range of diversified and confidential program operations duties. Duties and tasks are complex in nature where good judgment, independent action, and a high degree of initiative are required in resolving issues and making recommendations. Work is performed under minimal supervision, and therefore significant personal drive, a proactive approach, emotional intelligence and discipline is imperative for this role to be successful.

Background on the University of Washington, the Department of Genome Sciences and the BBI

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Genome Sciences, part of the University of Washington School of Medicine, focuses on answering critical scientific questions by developing and applying genetic, genomic and computational approaches. In particular, we are making major contributions in the application of genomics to understand the fundamentals of biology and to improve human health and wellbeing. Genome Sciences boasts a collaborative, integrated environment supported by a diversity of academic disciplines.

The Brotman Baty Institute (BBI) for Precision Medicine was co-founded by collaborative agreement between the University of Washington, the Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital. BBI’s mission is to take advantage of Seattle’s unique ecosystem and collaborative culture towards having a transformative impact on biomedical research and patient outcomes with precision medicine. BBI works at the intersection of technology development and medicine to accelerate development and application of precision approaches in basic science research, clinical diagnosis, treatment and prevention.

Investigators at BBI and in the department of Genome Sciences at University of Washington have led the development, dissemination and clinical application of technologies to measure variant effects at scale. Drs. Fowler and Starita direct The Center for the Multiplex Assessment of Phenotype (CMAP) ( www.cmap.gs.washington.edu ) , The Center for Actionable Variant Analysis (CAVA) ( https://brotmanbaty.org/cava ), and are also founding members of the international Atlas of Variant Effects Alliance (AVE) ( https://www.varianteffect.org/ )

POSITION COMPLEXITIES

We are hoping to find someone who has a high degree of emotional intelligence who could:

  • Work effectively and respectfully with collaborators based in different home institutions and multiple time zones across the globe

  • Communicate with a wide variety of individuals while maintaining a customer service orientation. POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY This position has specific responsibilities that are highly impactful to the Genome Sciences department, the Brotman Baty Institute and the University as a whole. This position has unique administrative and communication responsibilities which will impact a diverse global scientific community and audience. This position has duties which will help support but also highlight the work of the Variant Effects Portfolio, with a focus on the Atlas of Variant Effects Alliance. DUTIES AND RESPONSIBILITIES The Program Operations Specialist will be responsible for providing the day-to-day management activities for the Atlas of Variant Effects (AVE) Alliance and the Variant Effects Program more broadly.This position is one of high responsibility and includes providing high-level professional operational coordination, key administrative management and communications for an international Alliance with over 600 members from over 40 countries. The person will need to have strengths in multi-institution management, remote and in person meeting coordination, and experience working with people from diverse backgrounds.Program Management and Coordination – 50%

  • Provide project management and administration for 4 workstreams ( https://www.varianteffect.org/workstreams ) of the Variant Effects Program across multiple institutions, time zones, and countries in the Americas, Europe, and Asia:1) Experimental Technologies and Standards (ETS)2) Analysis Modeling and Prediction (AMP)3) Clinical Variant Interpretation (CVI)4) Data Coordination & Dissemination (DCD).

  • Develop administrative policies, procedures, and guidelines for the Variant Effects Program, ensuring the program conforms to institutional and departmental policies and regulations.

  • Plan, organize, and coordinate events such as retreats and annual meetings, including catering and venues, A/V coordination, parking accommodations, agendas, and speaker schedules.

  • Maintain AVE membership, including updating directories, screening applications, and onboarding new members.

  • Administer operations for the AVE executive committee, including scheduling, calendaring and the recording of minutes.

  • Maintain multiple and complex office calendars, resolving scheduling conflicts with diplomacy and tact.

  • Track all related internal and external deadlines.

  • Organize, trouble-shoot, resolve, make or recommendations on a variety of administrative elements, using independent judgement.

  • Manage shared documents and folders.

  • Coordinate grant submissions, competing renewals and annual reports as needed.

  • Prepare correspondence and complex document assignments, including research, writing, proofreading, editing, and minute taking.

  • Maintain publication records in PubMed, CVs, and on websites.

  • Attend weekly/monthly meetings with leadership.

  • Work on special projects as requested on an ad-hoc basis.Internal and External Communications – 30%

  • Answer routine and non-routine inquiries about the Alliance and the Variant Effects Program.

  • Communicate with larger groups through email and slack, including but not limited to meeting reminders, internal updates, and news through relevant channels.

  • Update and maintain AVE social presence, including the AVE website and social media accounts (LinkedIn, X, etc.).

  • Maintain and manage the YouTube account, including editing and uploading videos.

  • Prepare figures and graphics for publications and presentations.

  • Draft, edit, and distribute newsletters /email campaigns.Budget Management – 20%

  • Manage finances including creation and tracking of grant budgets, spending, and reimbursements.

  • Prepare reimbursements and submit purchase orders.

  • Collaborate with the purchasing team to resolve issues and provide financial documents.

  • Plan, schedule and coordinate business travel.

  • Reconcile and reimburse travel expenses. MINIMUM REQUIREMENTS

  • Bachelor’s degree in biological sciences, communications, business, related degree, or equivalent combination of education and experience AND at least one year of increasingly responsible administrative experience with some combination of human resources, business, communications, public affairs, and/or office management. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

  • Critical thinking, initiative, independent judgment and sound decision-making are required to learn and manage tasks, resolve problems, and make recommendations.

  • Ability to perform with a high level of autonomy and independence.

  • Must have strong communication and problem-solving skills.

  • Must work efficiently and have well-honed organizational and planning skills.

  • Must possess a robust work ethic with the ability to work a flexible schedule when needed, to support occasional deadlines that require extra work.

  • Must be able to work as part of a team and contribute to process efficiencies and improvements.

  • Must be self-motivated, have strong problem-solving skills, time-management, resourcefulness, the flexibility to pivot quickly and adjust to dynamic work situations. DESIRED QUALIFICATIONS

  • Advanced computer skills; G-Suite or Microsoft office suite.

  • Experience working in a higher education setting.

  • Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.

  • Experience with newsletter content development, i.e. graphic design, and distribution software, such as MailChimp.

  • Experience on social media platforms including Twitter/X, YouTube, LinkedIn and in leading social media campaigns. 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.

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