Experience Inc. Jobs

Req #: 233105

Department: DEPARTMENT OF OBSTETRICS AND GYNECOLOGY

Posting Date: 04/10/2024

Closing Info: Open Until Filled

Salary: $5,646 - $6,250 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 Obstetrics & Gynecology has an outstanding opportunity for a full-time Program Operations Specialist (E S 6). The Program Operations Specialist will be a critical part of the growth of, and support for, the Division of Research in the Department of Obstetrics and Gynecology. The Program Operations Specialist would provide crucial on-site program support to the Principal Investigators within the Research Division. This position reports to the Associate Director of Research Operations.

The ideal candidate will possess advanced critical thinking and problem-solving skills to carry out the mission and goals of the Division and Department, and be able to work as a partner with the faculty leaders to plan Divisional strategic and administrative priorities. The candidate must be able to initiate and see to fruition the processes to implement these priorities. The candidate must be able to work independently and problem solve through the myriad of priorities. The complicated and multi-faceted nature of this the sub-specialty requires deep understanding of the program and its priorities and business practices and the ability to move effectively between the various systems and stakeholders with confidence and appropriate authority. This individual will routinely and independently assess, initiate, and complete programmatic priorities that benefit the scientific, educational, and clinical missions, and ensure their success. This position provides key programmatic support to Principal Investigators, Research Core Leadership, and the Women’s Reproductive Health Research (WRHR) Program. This position will support the mission of the Department, Research Division, and School of Medicine by ensuring the success of the Obstetrics and Gynecology research program.

DUTIES AND RESPONSIBILITIES Operational and Programmatic Support for Multiple Research Laboratories and Centers (60%)

• Optimize coordination of shared equipment and space among lab groups.

• Oversee supply inventories and budgets on behalf of PIs.

• Independently manage day-to-day operations, schedules, and communication between investigators and internal and external stakeholders and collaborators.

• Recommend and customize administrative and financial reports for Divisional faculty.

• Produce and analyze data and reports for Division Chief and PIs.

• Provide expertise and recommendations on staffing options and serve as a liaison to the Department Director and HR Manager regarding needs.

• Resolves or escalates issues of non-compliance in a timely fashion to leadership for further action.

• Organize and manage projects of significant size and scope for the Division. Projects vary, but include independent organization and management of division-wide programs and initiatives Understand and perform a variety of administrative functions for which no one method for accomplishment exists and analysis is required to determine the most effective course of action Participate in preparing the division reports.

• Train, supervise, and organize projects for student assistants.

• Participate in scientific meetings of various laboratory groups.

• Integrate scientific and administrative priorities.

• Maintain oversight of projects; set priorities, adjust priorities as necessary and work independently.

• Maintain confidential calendars of the Division Director and Division Faculty.

• Draft and process confidential time sensitive correspondence, maintain directories, and process mail.

• Compose, prepare, and transmit confidential and sensitive written and verbal communication on behalf of the Division Director.

• Prepare and coordinate travel arrangements to include travel itinerary, meeting schedule and reservation for division faculty.

• Compile and submit final travel expense vouchers and reports assuring compliance with all regulatory policies.Oversight and Management of the Research Division Core and Leadership Team Activities (40%)

• Collect and present data on division business operations.

• Lead yearly scholarly activity dashboard data collection.

• Assist in the development, execution, and support of all regular research meetings and research events in the department.

• Assist in Research-track faculty annual review process with Vice Chair of Research.

• Maintain confidential calendars for the Research Core Leadership.

• Organize upper-level meetings and activities involving Hospital Administration, School of Medicine Department Chairs and Directors, Medical Center affiliates and external individuals and organizations. Coordinate development of agendas, and take meeting minutes.

• Communicate effectively on matters involving the Department and Division, employing tact and diplomacy. Integrate scientific and administrative priorities.

• Draft and process confidential time sensitive correspondence, maintain directories, and process mail. Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.

• Take primary responsibility for Research Division communications including the Research section of the Department website, the department research newsletter, calendar, email and slack channel.

• Order supplies and equipment for Research Division.

• Maintain database tracking the number of studies in key clinical areas.

• Update policies, procedures, and templates for the Research Division.

• Assist in communicating research news via social media channels.

• Assist in the creation of development and fundraising materials for the Research Division.

• Have frequent contact with individuals such as the Director of the Department, faculty and external physicians and administrative officers as it relates to the department administrative office.

• Organize student research opportunities within ObGyn research groups. MINIMUM REQUIREMENTS

• Bachelor's Degree in Business or related field.

• Up to one year of experience working in research administration, program management, or research coordination.

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

• High level of technical proficiency with Google Docs and Drive, Microsoft Suite, Zoom, Slack, and various social media platforms.

• Demonstrated superior writing and editing skills and experience writing correspondence, procedures, and materials for others.

• Strong organizational ability including capability of prioritizing work and managing heavy workload with frequent interruptions, tenacious approach to meeting deadlines with efficient, results-oriented approach to projects.

• Demonstrated ability to work as part of a team.

• Experience working with issues of a confidential nature, using discretion and tact.

• Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty, staff, and students. DESIRED QUALIFICATIONS

• Knowledge of medical/scientific terminology.

• Experience working in an academic environment.

• Knowledge of NIH grant processes. 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.