1+ months


University of Washington
Seattle, WA 98104


Req #: 207096
Job Location: Health Sciences Center
Posting Date: 05/25/2022 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience. 
Shift: First Shift 

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 Pharmaceutics has an outstanding opportunity for an Administrator. The Administrator is responsible for managing the human resources, financial, administrative and sponsored research services of the Department. Reporting directly to the Department chair, the administrator serves as the business manager and senior administrative support representative for the Department, providing leadership and management for the Departments fiscal, human resources, and operational responsibilities. This includes overseeing the human resources operations of the department, hiring staff, managing and evaluating the departments grant and sponsored program portfolio, overseeing expenditure and revenue forecasting, and evaluating department operational needs. The administrator is the chief liaison between the Chair, faculty, staff and students of the Department and other campus and non-campus offices. The administrator is responsible for ensuring that the Department is in compliance with federal, state, local, and university rules and regulations.


Act as Administrator for the Department of Pharmaceutics, School of Pharmacy. These responsibilities include coordination of department finance and personnel activities for faculty, staff, and students in support of the academic and research goals of the Department. Serve as the primary liaison to administrative offices of the campus and non-UW agencies. Advise and counsel the Chair with accurate knowledge of policies and procedures. Develop, interpret and implement institutional and organizational policies, processes, workflows and operations. Advise administrative staff and faculty of University policies and procedures. Liaison to professional and non-professional personnel in matters pertaining to fiscal management and administration of the department

Fiscal/Budget Management and Reporting

Administer state funds, self-sustaining and gift funds totaling approximately $4 million per year, and approximately $8 million in grants/contracts funding. Identify problem areas and make recommendations to the chair. Manage all aspects of grant and contract management for the department. Supervise full-time professional and classified positions responsible for fiscal management and reporting.  Oversee maintenance of budget reporting systems for a variety of funding sources, including extramural and intramural research grants.  Review Department commitments, expenses, and current balances maintained by the Budget/Fiscal Analyst. Oversee and manage all purchasing functions for the Department in compliance with state and gift funding, independently correspond with campus units regarding budgets and responsible for reports and surveys for the University or outside agency inquires. Work in partnership with the School of Pharmacy Deans Office.

Pre-Award Grant/Contract Management

Serve as the primary pre-award administrator for the Department and manage the Grants and Contracts manager and Budget/Fiscal Analyst to assure grants and contracts, including proposals, pre- and post-award are developed under appropriate guidelines.  Works closely with staff, faculty, OSP, GCA, and sponsors to achieve successful and timely submissions of new and renewal applications, approximately $8 million per year.

Personnel Management/Human Resources

Manage and oversee human resources for the Department.  This includes appointments of faculty, research faculty, visiting scholars, research associates, classified and professional staff, hourly, and graduate and undergraduate student appointments. Supervise clerical/administrative support and professional positions. Manage work flow, hiring, performance reviews, disciplinary actions, layoffs, visa issues and resolution of problems. Advise faculty members in personnel matters related to technical staff (hiring, disciplinary problems). Provide information to employees regarding WAC regulations and union contacts. Administer the preparation of confidential material, coordinate and carry out special assignments that vary in complexity and frequency depending on the needs of the department. This includes overseeing tracking of mandatory faculty and staff performance reviews and the preparation and submission of promotion decision packages in collaboration with Assistant to the chair. Work in partnership with the School of Pharmacy Deans Office.

Facilities Management

Participate in the long range planning for the Department including requests for equipment and space. Assign, review and record personnel space; oversee coordination of moves of personnel and equipment; supervise key distribution and maintenance of inventory records by Administrative Assistant. Interface with EH&S, UW Police, Seattle Fire Department, other departments, and the Deans Office as needed regarding safety, security, maintenance, and other related facilities concerns.  Serve as building coordinator for the Department and assist with building issues. Review and revise space reporting working with the Space Manager (was GeoSIMS) database, tracking changes and accurately assessing use type allocations in the system.

Lead Responsibilities:

Leads faculty and staff in various areas including policies and procedures, administrative management, and academic HR procedures; lead staff departmental representative at School and University levels.

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.


  • Master's degree in business administration, finance or related field
  • Six to eight years relevant experience
  • Experience with financial planning and analysis, human resources, grants management and administrative management.
  • Experience with research administration.
  • Strong interpersonal skills and customer service orientation; poised manner with the ability to express oneself clearly in all forms of communication.
  • Proven ability to work independently, problem solve, take initiative, set priorities, and handle multiple projects efficiently and effectively.
  • Demonstrated creativity, organizational ability, and strong attention to detail.

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


  • Experience with UW administrative systems including Workday.
  • Experience in a health sciences school or department.
  • Willingness and ability to learn new systems in response to changes.

    Application Process:
    The application process for UW positions 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 Workforce 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.

  • Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

    Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

    To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.


    Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.


    Posted: 2022-05-26 Expires: 2022-07-24

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    University of Washington
    Seattle, WA 98104
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