9 hours

PROGRAM OPERATIONS SPECIALIST

University of Washington
Seattle, WA
  • Job Code
    172088
UW Human Resources

PROGRAM OPERATIONS SPECIALIST

Req #: 172088
Department: ALLERGY AND INFECTIOUS DISEASES
Job Location: South Lake Union
Posting Date: 11/20/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. 

The Department of Medicine, Division of Allergy and Infectious Diseases (AID) has an exciting opportunity for a Program Operations Specialist to support the Sexually Transimitted Infection Cooperative Research Center (STI CRC).  Our mission is to promote excellence in training, scholarship, and clinical care in Allergy and Infectious Diseases. We strive to create an atmosphere that fosters diversity for its intrinsic importance and the benefits that it brings to individuals, institutions, and society. We value and honor diverse experiences and perspectives and strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

The STI CRC Program Operations Specilist position provides programmatic, finance and administration, grant management, strategic planning, and communication guidance and support to the STI CRC Program. This position requires a wide range of skills including programmatic, grant management and fiscal administration expertise, and the ability to independently problem-solve, and communicate effectively with investigators as well as funding agency representatives, administrators, financial managers, and the community.  The level of direction required for this position includes independent work with occasional oversight.  The level of problem solving  includes identifying current problems and related technical issues, and designing short- and long-term solutions.  The position will manage multiple concurrent projects and resolve financial or administrative issues in various areas of research, This position will develop complex budgets and manage contract operations, and will interact in a collaborative manner with other team members to accomplish organizational goals and objectives.

50%- Financial Management and Compliance for Multiple Funding Sources :

  • Primarily responsible for management, financial analysis, oversight, review and compliance
  • Serve as the fiscal compliance expert.  Advise and monitor all transactions to meet policies and practices in accordance with UW, sponsor, state and federal policies, rules and regulations
  • Collect, analyze, interpret, and disseminate budget information, to program directors/PI’s and awardees which are monthly or quarterly. Includes creating financial reports to forecast expenditures.  Advise on issues such as deficits or high balances in a timely manner
  • Establish procedures and systems for developing and monitoring budgets, and troubleshoot issues including questionable or unallowable transactions, projected deficits or carry forward, impending budget expirations, etc.
  • Manage budget set up in a timely manner, creating advance budgets when needed, and confirm that payroll, purchasing, etc. are also updated. Manage all aspects of STI CRC and related budgets throughout the life cycle of the award period, including review and approve transactions and reimbursements
  • Manage the full life cycle of subcontracts, approving invoices and expenditures, troubleshooting invoice and expenditure errors, overseeing modifications for increased funds or extensions, and managing subcontract close-out process.
  • Oversee closeout process for prior year’s budgets; communicate outstanding balances and obligations to sponsor

    50%- Program Operations and Grant Management:

  • Manage internal Development Research Project (DRP) awards.  Includes release of request for applications (RFAs),  tracking applications, scheduling application review meetings and release of award letters.  Communicate and advise DRP awardees on post award process.
  • Manage annual progress report process for the STI CRC grant. Create report templates, and instructions. Compile and organize summaries for all Cores and supported projects for PI’s overview.  Assist with writing and providing data for the Administration Core report and appendices, and work with staff and awardees to collect individual progress reports to include in the overall report.  Submit the progress report following sponsor guidelines. Assist with answering any questions from NIH regarding the budgets or report.
  • Working with Scientific Leadership team, develop agendas and meeting content for monthly STI CRC Administrative Core meetings, quarterly STI CRC Scientific Leadership Committee meetings, annual STI CRC External Advisory Committee meetings.  Assist with scheduling meetings.
  • Coordinate travel to the annual STI CRC External Advisory meeting, including flights, hotel and ground transportation.  Submit and track travel reimbursements.

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • Bachelor's Degree in related field and two to three years of program and fiscal administration experience or equivalent combination of education and experience.

    Additional Requirements:
  • Program and fiscal administration.
  • Demonstrated expertise with Microsoft Office suite, particularly Excel, Access, Word, and PowerPoint.  Excel expertise should be at the intermediate level which includes the ability to create moderately complex formulas, create and maintain multi-worksheet spreadsheets, and efficiently design and create logical and accurate spreadsheets to present information for review by directors and principal investigators.
  • Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment.
  • Excellent organizational skills, attention to detail, and follow through. Strong written and verbal communication skills.

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

    DESIRED

  • Experience with an academic institution’s policies and procedures related to grant and contract management.
  • Proficient in relevant University of Washington systems and databases or similar systems at other workplaces and/or the ability to learn new systems quickly: required systems include SAGE, Grant Tracker, -Workday, Enterprise Data Warehouse, My Financial Desktop.
  • Proficient in federal government grant systems such as eRA Commons, ASSIST.
  • Prior experience managing Federal grants, contracts.
    Proficient in UW policies and procedures, particularly related to extramural award processing and management.

    CONDITIONS OF EMPLOYMENT

    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.
  • 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 equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


    Categories

    Posted: 2019-11-21 Expires: 2019-12-21

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    PROGRAM OPERATIONS SPECIALIST

    University of Washington
    Seattle, WA

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