Job Description
Program Operations Specialist
About this Opportunity:
The Collaboration Core at the College of Engineering is looking for a Program Operations Specialist to provide professional-level program administration and management with responsibility for directing and controlling program operations for assigned programs, including the Boeing Advanced Research Center (BARC) and University Partnership for Workforce Advancement and Research & Development in Semiconductors (UPWARDS) for the Future. This position will be involved in strategic planning, program development, and process improvement.
Key Responsibilities
Project Management & Administrative Support (50%)
- Provide high-level program and project management for BARC, UPWARDS, and assigned Collaboration Core units.
- Lead programming, special projects, and support special initiatives for units, by developing new processes, forms, communications, and materials (e.g., new work groups, funding programs, international collaborations). Projects are of a complex nature and will typically require independent problem-solving skills, understanding of strategic plan and advancement goals, and specialized knowledge of student funding mechanisms, gift, research funding, and university systems.
- Establish and maintain standard operating procedure documentation across the Collaboration Core supported units.
- Serve as a liaison with College and Campus offices on student and faculty exchange programs. Assist in coordinating logistics.
- Contribute content and make web updates that elevate the visibility of partnerships and programs.
- Produce clear and effective reports and other documents, including annual reports.
- Manage deadlines and coordinate activities of multiple authors and contribute information about finance and administration.
- Lead data collection and submission for annual reporting. Coordinate across partners and ensure sponsor deadlines are met.
- Coordinate, organize, and provide administrative support for special meetings and events as requested by the Director(s) or supervisor.
- Reserve rooms, arrange food or catering, and provide equipment and materials. -Provide supplemental administrative support for large meetings and conferences managed by event staff, attend planning meetings as requested.
- Help clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.
Financial Management (20%)
- Apply principles of financial management and cost accounting standards to prepare business plans and complex reports including analysis and forecasting for Institute and associated facilities.
- Conceive, plan, coordinate, and implement budgets, financial forecasts for projects, new initiatives, new facilities, and program matching. Use independent judgment to make decisions about financial resources.
- Review and approve purchases for goods and services, delegating authority as appropriate.
Research Administration - (20%)
- Lead ad hoc Collaboration Core complex/center level proposal teams. This could include project management, pre- and/or post- award support, or site visit coordination.
- Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in the call for proposals. Prepare or coordinate preparation of supporting materials and other proposal-related documentation.
- Provide pre-award support to external awards; activities will include eGC1 preparation, submission on sponsor platforms (Research.gov, Grants.gov, etc), prepare supporting materials (Biosketches, Current & Pending, Collaborations and Other Affiliations), cost-share addendum, and budget preparation.
Other Duties as Assigned (10%)
- Participate in college/school meetings and contribute to committees.
- Serve on event teams to support large events, conferences and summer programs.
- Other duties as assigned.
Required Qualifications
To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Minimum Qualifications
- Bachelor's Degree in Business Administration, Higher Education Administration, or a related discipline. Equivalent experience can substitute for a degree requirement.
- Two years’ experience in administration, higher education, and/or fiscal management
- Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
Additional Qualifications
- Flexibility and willingness to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
- Excellent oral and written communication skills.
- High level of professionalism, organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team.
- Experience establishing new processes and/or independently managing administrative or financial processes.
- Ability to exercise independent judgment and work independently to resolve problems.
- Ability to work collaboratively and independently with a high degree of reliability, accuracy and productivity.
- Demonstrated experience supervising, mentoring, and/or training employees.
- Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds.
Preferred Qualifications
- Strong organizational and problem-solving skills; administrative creativity and strong initiative.
- Experience managing a team, working in an academic institution, working with faculty across departments or in an interdisciplinary unit.
- Working knowledge of UW systems, including SAGE, Workday HR, and Workday Finance.
Working Conditions
- Hybrid work schedule requiring 3 days in office per week.
- Occasional work on weeknights for program events.
Compensation, Benefits and Position Details
Pay Range Minimum:
$75,000.00 annual
Pay Range Maximum:
$85,008.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
