1+ months

PROGRAM OPERATIONS SPECIALIST

University of Washington
Seattle, WA 98104

PROGRAM OPERATIONS SPECIALIST

Req #: 171235
Department: PSYCHIATRY AND BEHAVIORAL SCIENCES
Posting Date: 08/27/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience 
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.  

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 four consecutive years.

The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 285 full-time faculty members, 280 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Departments highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Departments robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.

The Department of Psychiatry and Behavioral Sciences currently has an outstanding opportunity for a Program Operations Specialist.

Position Purpose:
Manage day to day administrative operations of the AIMS Center (https://aims.uw.edu/), including:

Personnel:
Develop job descriptions, screen applicants for minimum qualifications, conduct reference checks;
Partner Relationships:
Collaborate with Center Co-Directors and consultants/subcontractors to create the scope of work, timeline and deliverables for consulting/subcontracting agreements, track renewal and compliance with Center/Department/UW/funder requirements, assist consultants and subcontractors with getting set up as vendors and creating/submitting invoices for services);
Pre-Award-Grant Contract/Service Contract Administration:
Assist Center Co-Directors and faculty with development of pre-award research grant and contract materials, including facilities and resources documentation, biosketches, other support, budgets and budget justifications, coordinating bids for internal and external services like ITHS, coordinate submission with ABC Shared Services);
Service Contracts:
Collaborate with Center Co-Directors to develop and manage service contracts, including developing scope of work, deliverables, timeline, budget;
Post-Award Grant/Contract/Service Contract Administration:
Collaborative with Center Co-Directors and faculty with writing and submitting progress reports to funders, develop detailed budget projections and report variance to Center Co-Directors monthly, monitor compliance with Center/Department/UW/funder requirements, collaborate with Grant & Contract Accounting to develop and submit financial reports to funder;
Financial Operations:
Process accounts receivable/payable, reconcile budget expenditures, process financial transactions, provide monthly financial reports to the Co-Directors).

Responsibilities:

Post-Award Grant/Contract/Service Contract Administration:
  • Collaborate with Center Co-Directors and faculty to develop and manage service contracts for the AIMS Center to provide training, practice coaching, and evaluation services to diverse healthcare organizations nationally and internationally
  • Track on completion of service contract deliverables and invoice recipient organizations accordingly
  • Collaborate with Center Co-Directors and faculty to manage sponsored projects (grants and contracts)
  • Collaborate with Center Co-Directors and faculty to write progress reports for funders
  • Develop and use detailed budget projections and report variances to Center Co-Directors on a monthly basis
  • Monitor compliance with Center/Department/UW/funder requirements, including federal Uniform Guidance
  • Collaborate with Grant & Contract Accounting to develop and submit financial reports to funders
  • Review Faculty Effort Certifications (FECs) and Grant and Contract Certification Reports (GCCR) to insure accuracy of information

    Pre-Award-Grant Contract/Service Contract Administration:
  • Collaborate with Center Co-Directors and faculty to develop service contract scope of work, timeline, budget, contract deliverables
  • Review service contract terms and conditions for common elements needing revision
  • Collaborate with School of Medicine business unit to review service contract terms and process agreements
  • Assist Center Co-Directors and faculty with development of sponsored project research grant and contract materials
  • Review / revise / develop facilities and administration component of sponsored project applications
  • Review / edit / maintain key personnel biosketches and serve as liaison with ABC Shared Services, Office of Sponsored Projects, and external partners (for subcontracts) as part of developing grant and contract proposals for submission
  • Maintain federal Other Support documentation for Center key personnel, periodically updating as needed; supply to sponsors and partners as needed on behalf of Center faculty and staff
  • in collaboration with Center Co-Directors and faculty, develop sponsored project budgets and budget justifications
  • Coordinate bids for internal and external services in support of sponsored project proposals (e.g. ITHS, subcontractors)
  • Communicate with partners to gather letters of support
  • Coordinate sponsored project submissions with ABC Shared Services

    25% Financial Operations:
  • Develop and manage project budgets; conduct budget projections and advise center leadership
  • Develop monthly financial reports to Center Co-Directors that roll-up all Center revenue streams into a single report
  • Create and submit invoices for service contracts, track receipt of payment, process payments
  • Coordinate vendor agreements with Purchasing
  • Responsible for reconciliation of budget expenditures, coordinate review/approval for each budget, process travel reimbursements, general reimbursements, supply purchases
  • Facilitate accounts payable (e.g. support consultants, subcontractors, and other vendors with Ariba registration), track vendor invoices and payments), track vendor invoices and payments

    25% Personnel Operations:
  • Collaborate with central HR to manage personnel operations for the Center
  • Develop and facilitate staff trainings
  • Manage costing allocations for Center staff and faculty

  • Develop job descriptions
  • Screen applicants for minimum qualifications; conduct reference checks
  • Coordinate hiring processes with Department HR

    10% Partner Relationships:
  • Create and process consultant agreements
  • Track consultant requirements, maintain documentation regarding compliance with consultant requirements
  • Assist consultants and vendors with getting set up in the UW payment system and creating/submitting invoices
  • track consultant invoices and payments
  • Ensure compliance with Center/Department/School of Medicine/UW/state/funders policies and requirements

    Minimum Requirements:
  • Bachelors Degree and 3-4 years experience
  • Demonstrated excellent organizational skills
  • Demonstrated excellent communication skills, including effective interpersonal relationships with project investigators, staff, faculty, consultants, and similar
  • Mid-level Excel skills, including formulas, pivot tables and similar
  • Demonstrated effective oral and written communication skills
  • Demonstrated ability to manage high volume of work, juggle competing priorities and deadlines, and communicate to stakeholders when reprioritization is needed
  • Experience with HR operations
  • Strong fiscal skills including budget development, budget projections, reporting, and fiscal operations

    Desired Requirements:
  • Experience with sponsored project pre-award
  • Experience managing consultants and subcontractors
  • Supervisory experience

    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 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.
  • 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: 2019-12-05 Expires: 2020-02-02

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    PROGRAM OPERATIONS SPECIALIST

    University of Washington
    Seattle, WA 98104
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