Job Information
University of Washington Director, Department of Bioengineering in Seattle, Washington
Req #: 235586
Department: BIOENGINEERING
Posting Date: 06/13/2024
Closing Info: Open Until Filled
Salary: $12,500-$14,167 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 University of Washington Department of Bioengineering (https://bioe.uw.edu/) is looking for an outstanding leader as its Director. UW Bioengineering is a vibrant community driving advances in health care. As a joint department in the College of Engineering and School of Medicine, we bring together students, scientists, engineers, and clinicians to develop innovative and cost-effective health care solutions that improve lives. Our inclusive and collaborative culture empowers our students, faculty, and staff to make an impact through new fields of research and clinical products. Our award-winning faculty are national leaders in biomedical education, research, and technology transfer.
In UW Bioengineering, we are bound by a belief that public health and human dignity are inseparable. One is impossible without the other. Equity and inclusivity are fundamental to our mission of inventing the future of medicine.
This position reports to the Department Chair and Associate Dean of Administration and Operations and serves as the business manager/senior administrative and managerial support for the Department, including supervising administrative staff. As such, they have a comprehensive range of responsibilities, including financial planning/ management, budget development, supervision of classified and exempt staff, personnel, payroll, purchasing, special project support, and other administrative functions. The incumbent carries out these duties by directing, overseeing, and/or partnering with institutions and organizations. The critical knowledge and skills are organized into the areas listed below. They will act in an advisory capacity to the Department Chair and various Department committees, providing financial guidance, background information, management advice and strategic insights. In addition, the Administrator is the Department and Center's primary working-level interface with the Dean's Office and other University units regarding administrative issues.
DUTIES AND RESPONSIBILITIES Human Resource Management – 25% Manages the human resources of the department, to include the faculty and the department staff, in accordance with University of Washington and School of Medicine policy and procedures. Oversees and supervises all staff HR activities for the department and works in conjunction with the Chair and Chair’s assistant to manage faculty affairs.
Key human resource (HR) management skills for the SoM Department Administrator are:
Interprets and integrates federal, state, UW, SoM, and other local laws and agreements into department policies and procedures.
Develops and/or utilizes HR measurement/monitoring systems.
Responds to and assists in needs/requirements for faculty and staff training and coaching.
Negotiates faculty/staff relations to represent viewpoints and positions fairly.
Monitors interpersonal dynamics and actions to eliminate physical risks to personal safety.
Articulates appropriate workplace behavior and fosters compliance, identifying concerns and/or problems, and utilizes appropriate resources to assist in resolution.
Monitors and updates pay policies against published trends/benchmarks or SoM policies/directives.
Coordinates or assists in the annual Merit Review process for faculty and professional staff.
Develops and implements departmental organizational chart.
Coordinates and/or assists in the faculty Appointments and Promotions (A&P) process.
Develops strategic plans for the deployment, recruitment, or retention of faculty.
Identifies resources to assist in the understanding of the multitude of benefits plans available to faculty.
Determines and implements departmental staffing requirements and fills these positions based on appropriate classifications; reclassifies staff positions as necessary.
Identifies core competencies and job responsibilities specific to staff positions and creates clear position descriptions and expectations.
Gives/receives feedback to improve staff and organizational performance.Financial Management and Development Activities – 20%Manages the financial resources of the department to include budgets and funds from federal, state, private, University, and foundation sources to ensure ethical and fiduciary practices.Key financial management skills for the SoM Department Administrator are:
Interacts with faculty and staff to facilitate the department’s ability to achieve scientific, and educational goals.
Interprets policies and regulations concerning the department’s financial activities; ensures compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors.
Develops and implements internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions.
Maintains a working knowledge of the department’s financial operations, funding sources, policies, and procedures.
Understands and appropriately utilizes the department’s multiple sources of income, including State-derived budgets, indirect cost recovery funds (RSA/RCR), federal grants, gift and endowed accounts, industry and other sponsored contracts and agreements.
Translates department objectives into financial assumptions for short-term and/or long-term planning.
Projects department revenue and expenses and develops budget models to guide the faculty or department.
Prioritizes initiatives or programs in line with the department’s financial goals, negotiates or assigns resource allocation, and supports work teams to achieve revenue/expense objectives.
Compiles, interprets, and communicates financial information to various audiences, including the department leadership, the faculty, stakeholders within UW Medicine, and external stakeholders as appropriate.
Provides regular financial reporting, as appropriate, to the Chair and Department faculty.
Has working understanding of UW system of budgets and fiscal reporting and ability to interpret and guide faculty.
Identifies and uses UW proprietary and commercial financial software applications to facilitate department cost accounting, billing/collections where recharge centers exist, forecasting, and planning.
Analyzes and controls budget variances to ensure prudent fiscal management.
Designs and monitors systems of measurement and internal controls to safeguard assets and resources, and to satisfy auditing requirements.
Plans, organizes, and directs the department’s financial support operation, including the planning, budgeting, and accounting functions.
Develops and implements appropriate internal controls.
Assigns, directs, and reviews the work of staff who maintain department budgets/accounts.
Establishes and maintains the department’s account management procedures.
Implements appropriate University policies and procedures for payroll, purchasing, travel requests, and reimbursements.
Assists in department development activities; helps identify, develop, and cultivate potential and current sponsors, donors, and other sources of gift revenue.
Develops and monitors policies and procedures to direct financial activities and establishes the department’s position on financial matters.Operations Management – 10%Manages department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities.Key operations management skills for the SoM Department Administrator are:
Coordinates a variety of general administrative activities necessary to the department’s day-to-day operations.
Understands and integrates the cyclic operational responsibilities of the UW and SoM into department planning, policies, and procedures.
Understands and implements change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies.
Negotiates or builds new relationships, partnerships, or coalitions to advance the department’s vision or mission.
Assesses the need for additional resources and identifies the source of additional resources to fit with a department initiative or vision.
Communicates planning factors to the faculty and staff to integrate activities with requirements or emerging trends.
Collects or assists in the collection of data and evaluates data to initiate or assist in the initiation of a proposed new program or activity.
Builds consensus on the most appropriate approach to an organizational issue.
Organizes or administers faculty meetings, retreats, or other communicating, decision-making or planning sessions.
Ensures a process is in place to comply with UW records management directives.
Understands and manages training programs for undergraduates and graduates.Information Management – 10%Manages the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture.Key information management skills for the SoM Department Administrator are:
Coordinates and manages the department web site and links including all aspects of department functions: service line and outreach activities, research enterprises, faculty biosketches and publications, and training programs.
Develops written communication materials which may include department newsletter, advancement brochures, and other information to support public relations, scientific presentations, development activities.
Coordinates and participates in public relations and/or fundraising events including donor relations and represents the department at University and external functions; collaborates with SoM Advancement for fundraising events and issues.
Generates ideas to help market the department’s faculty, teaching programs, or research.
Ensures a viable and secure Information Technology architecture is in place, and educates faculty and staff to the importance of and compliance with a configuration management plan and policy.
Assesses short-term/long-term Information Technology (IT) needs of the department and specific faculty, labs, or centers.
Assesses and evaluates new IT programs to understand the cost/benefit ratio.
Understands the needs for and assists in the planning of deployment of new IT affecting the faculty, be it from the medical center, the practice plans, or the SoM/UW.
Authorizes and resources the procurement of hardware or software as required, assuring compliance with licensing agreements.
Ensures faculty have access to sufficient information to make appropriate decisions, for buy-in with important decisions, or for implementation of decisions.
Implements telecommunication and computer network systems.
Ensures that electronic files and communications are properly backed up and retained in accordance with department, SoM, and UW policies and directives.
Interprets and integrates IT security requirements on a continuing basis.
Ensures maintenance of virus protection, security patches on individual servers, and accountability for software installation.
Ensures security of backup systems.
Ensures proper disposal of surplus information systems.Research Management – 10%Manages the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issuesKey research management skills for the SoM Department Administrator are:
Designs and implements administrative procedures for grant and contract administration.
Understands and maintains UW cost accounting standards.
Interprets and integrates federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW.
Assists faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals.
Reviews and approves all department grant and contract applications.
Coordinates interactions with the Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate.
Coordinates the transfer of research projects from other institutions when their principal investigators become faculty at the University of Washington (newly appointed faculty)
Represents the department in negotiations with federal contract officers and other sponsoring agencies/foundations, as appropriate
Manages funded projects or programs, requests new budgets or extensions of existing budgets, maintains active files; accounts for sponsored funds and budgets, procures budgeted equipment and supplies, assists in the preparation of periodic reports, responds to queries from sponsor managers/teams, coordinates site visits, and submitting competitive renewals
Manages the quarterly Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided
Manages databases related to the collective research of the department to report to various UW, SoM, and federal agencies or offices
Accounts for facilities used in sponsored research through the SIMS, or the current information technology available for that purposeCompliance and Risk Management – 5%Promotes compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.Key compliance and risk management skills for the SoM Department Administrator are:
Interprets and integrates federal, state, and industry laws or policies on corporate compliance; topics to include fraud and anti-kick-back, to mitigate risk to the department and to individual faculty or staff
Implements current HIPAA policies regarding Protected Health Information (PHI), as it is related to IT equipment, email communication, phone or other communication, and proper handling, disposal or destruction of information and documents ensuring all faculty and staff complete required training modules
Assists the medical centers and other health sciences leadership monitor physical presence by ensuring all faculty and staff receive appropriate identification or access authorization
Ensures that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff
Builds and maintains relationships with SoM legal and administrative resources and the UW Office of Risk Management to ensure most appropriate actions or response to administrative matters
Builds and maintains relationships with the medical centers’ and UWPD staff to determine various options for security, preventing or managing workplace violence, handling of suspicious mail, etc
Investigates or refers all claims of inappropriate behavior or actions
Assesses the department for operational risk due to financial management, potential loss of faculty, etc
Develops and implements a department-specific internal audit plan for activities that put employees at risk or require corporate compliance
Ensures that all new employees receive an orientation on health and personal safety, as it relates to the workplace; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting
Demonstrates understanding of compliance infrastructure for UW Medicine and serving as a department liaison to compliance offices
Integrates knowledge of compliance policies into department operations and guiding full implementation within the departmentFacilities Management – 10%Manages facilities to ensure effective, efficient, and safe operations and preservation of resources.Key facilities management skills for the SoM Department Administrator are:
Reviews, develops, and assigns space to staff and faculty, including research lab areas and offices; coordinates moves and/or relocations of offices, laboratories, and personnel
Develops written material for long-range space planning including major renovation projects; collaborates with the Chair and works with the Dean’s Office when appropriate, to develop business plans and proposals to support requests for additional space
Interprets and integrates federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources
Builds and maintains relationships with the medical centers’ facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility modification guidelines
Directs the physical plant related activities such as building/equipment inspections, upgrades; planning for and overseeing all renovation projects
Ensures compliance with fire and safety codes, which includes working closely with Environmental Health and Safety; ensuring compliance with directed inventories of HAZMAT and other controlled laboratory chemicals or material
Maintains and manages the department’s equipment inventory system; managing economic life; surplusing or returning capital equipment, as necessary
Tracks department equipment within the University OASIS system
Accounts for department space utilization through the SIMS or the current information technology available for that purposeEducational Program(s) Management – 10%Supports program director(s) and faculty in management of educational program(s).Key educational program management skills and/or responsibilities for the SoM Department Administrator are:
Supports faculty in managing educational programs. This includes direct supervision of educational support staff; identifies financial and other resources in support of educational programs; and responds effectively to difficult or non-routine challenges.
Adjusts departmental policies to adhere to the guidelines of professional, educational, or research organizations.
Supports periodic program reviews for accreditation, certification, or training grant renewals and managing changes to program requirements as directed by the Graduate School and/or SoM.
Responds to requests from current or potential graduate students and members of the general public about the department’s educational and research programs. MINIMUM REQUIREMENTS
Master's degree in Health Care Administration, Business, or a related field and at least 3 years related experience. Equivalent experience may substitute for degree requirement.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS
Proven leadership and sophisticated communication skills.
Experience in performing complex medical center/departmental financial analyses using personal computer software.
Experience with clinical departments in a medical center/hospital environment.
Experience in physician group practice operations and financial management.
Management-level experience, preferably in an academic medical center or hospital environment.
Supervisory and office management experience. Demonstrated experience working with large, highly structured personnel systems.
Demonstrated experience in business planning, financial analysis, and/or strategic planning.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Process Improvement Mindset 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.