Job Information
University of Washington COLLABORATION CORE PROGRAM MANAGER in Seattle, Washington
Req #: 236033
Department: COLLEGE OF ENGINEERING
Posting Date: 06/25/2024
Closing Info: Open Until Filled
Salary: $6,250 - $7,210 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 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. This position will be involved in strategic planning, program development, and process improvement.
Position Complexities: The Program Operations Specialist supports a wide spectrum of complex business, administrative, research, financial, and operational activities for Collaboration Core. They will work closely with the Administrator, and staff of the Collaboration Core to achieve strategic department goals. Key responsibilities include implementation and management of new programs, initiatives, and/or partnerships, financial and research administration, and high-level project management. This position must be able to balance multiple priorities and deadlines in a complex environment, with demonstrated ability to prioritize essential tasks with short lead times.
Position Dimensions and Impact to the University: The Collaboration Core has high visibility within the College, UW, academia, and local and global high-tech business community. Smooth, high-level functioning of administrative operations is essential to the success of the Collaboration Core and its support of the College of Engineering.
DUTIES AND RESPONSIBILITIES Program Management & Operations (40%)
Manage large programs, initiatives, and/or partnerships while also providing high-level project management for the Collaboration Core.
Lead implementations efforts, develop new processes, forms, and materials (e.g., new work groups, funding programs, international and/or industrial collaborations).
Programs and projects are of a complex nature and will 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.
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.
Monitor commitments and progress toward milestones, prepare regular reports, and make recommendations.
Support executive committee and advisory board, coordinating meetings, preparing agendas, gathering data and preparing reports and presentations under guidance of the Director.
Contribute to the strategic vision and planning for supported programs and initiatives.
Plan and manage Institute-supported events and activities to ensure successful execution in support of priorities and goals.
Develop procedures and guidelines for internal calls for proposals to disburse research funding from a variety of sponsorship partners (industry, federal, etc.) while ensuring smooth operational functioning.
Coordinate with the Corporate Foundation Relations teams on industry partnerships and sponsorships. Work on implementing new initiatives. Financial Management (30%)
Oversee annual operating budget of $5+ million. Conceive, plan, coordinate, and implement budgets, financial forecasts for new projects, initiatives, and program matching.
Contribute to the development of a sustainable long-term business plan.
Conceive, plan, coordinate, and implement business plans, budgets, financial forecasts for projects, new initiatives, new facilities, and program matching.
Establish processes to monitor, approve, track, and reconcile expenditures on budgets.
Make and approve acquisition of goods and services, delegating authority as appropriate.
Apply principles of financial management and cost accounting standards to prepare complex reports and forecasts for sponsored projects, gifts, and other programs.
Serve as fiscal contact for gifts, events, matching, sponsorships, and new budgets.
Ensure compliance with all state, federal, and University policies and procedures. Research Administration - (20%)
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.
Provide post-award support and grant monitoring for external awards.
Establish and maintain a system for tracking grant milestones, report deadlines, and other program deliverables.
Prepare or coordinate preparation of reports and supporting materials according to sponsor requirements.
Manage timelines and coordinate activity of multiple authors to ensure timely submission.
Monitor faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out.
Ensure compliance with university and sponsor policies
Lead ad hoc Collaboration Core complex/center level proposal teams. This could include project management, pre- and/or post- award support, and/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. 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. MINIMUM REQUIREMENTS
Bachelor's Degree in Business Administration, Higher Education Administration, or a related discipline. Equivalent experience can substitute for a degree requirement.
Four years’ experience in Administration, Higher Education, and/or Fiscal Management. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
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
Ability to work effectively and cooperatively with a wide range of students, administrators, faculty, staff, and external constituencies on a daily basis, with a strong service orientation.
Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds DESIRED QUALIFICATIONS
Strong organizational and problem-solving skills; administrative creativity and strong initiative.
Experience working in an academic institution, working with faculty across departments or in an interdisciplinary unit.
Working knowledge of UW systems, including SAGE, and Workday. 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.