Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 240780 Department: BIOCHEMISTRY Job Location: Seattle Campus Posting Date: 11/07/2024 Closing Info: Open Until Filled Salary: $4,859 - $6,500 per month Other Compensation: Shift: First Shift Benefits: 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.
The Department of Biochemistry has an outstanding opportunity for a Program Operations Specialist to join their team.
The Veesler Research Group at the Department of Biochemistry conducts cutting edge research, including nationally and internationally acclaimed research on coronaviruses and work on COVID vaccine and therapeutics development.
The Program Operations Specialist will serve as a key member of the administrative team for the Veesler Research Group. This position will be primarily responsible for planning and overseeing administrative and fiscal operations, to include managing the fiscal, grant and contracts body of work for the Program.
The Program Ops Specialist position will involve complex support for a number of significant research projects which will require regular exercise of professional level duties, such as: communication with collaborating agencies or institutions, strategic project and fiscal planning across a variety of projects; developing and monitoring project budgets, allocating resources among projects, overseeing preparation of progress reports/proposals, and acting as a liaison between the project team, research project partners, funding agencies and HHMI, ensuring compliance with federal, state and UW regulations. This will require regular exercise of professional-level strategic thinking, analytical and decision-making ability, sound judgement and knowledge of departmental, University and federal legislation as it pertains to grant and fiscal policies.
The Program Ops Specialist program management tasks will include:
DUTIES AND RESPONSIBILITIES
Administrative Project Management = 60%

Administrative oversight of programmatic project management activities at the Veesler Lab, including HHMI, private and government agency funded projects (e.g. DTRA, DARPA, NIH), to include strategic planning, assessments of program needs and asset, resource and personnel allocation across projects.

Serve as liaison for complex regulatory or compliance matters, including coordinating with the UW Office of Sponsored Programs (OSP), Grant and Contract Accounting (GCA), and CoMotion to ensure compliance with grant policies and all relevant UW, federal and state legislation, working closely with the main departmental grant team.

Manage a variety of project funds: fiscal planning and forecasting across and within projects, tracking budget expenditures, regular assessment of project and personnel needs and asset allocation. Make recommendation to the PI and department management based on program needs analyses to anticipate hiring, space and fiscal needs.

Coordinate and track the timely production of annual reports, center reports, grant submission components, Just in Time (JIT) materials for principal investigators, industry sponsors, to ensure that each project is moving toward timely completion.

Scheduling and coordination of regular meetings or calls between project team and funding partners.

Maintain internal funding opportunity databases, reporting tracking system, and related confidential files.

Perform other program management responsibilities as required.

Exercise good judgement and decision-making ability, strong analytical and organizational skills to accomplish goals.
Grants Management = 25%

Assist the group in grant proposal preparation, working closely with PI, departmental grant team and UW OSP as needed.

Help draft and guide budget development, budget justifications, and other administrative portions of grant proposals.

Oversee and coordinate collaborative work with key stakeholders to ensure timely submission of high-quality research proposals, working closely with the Department of Biochemistry grant team, via routing of internal electronic applications (eGC1s) to OSP for review.
Other Related Tasks = 15%

Prepare and process letters, correspondence, presentation materials.

Prepare and maintain ancillary documents for grant proposals including biosketches, current and pending support documents, data sharing plans, facilities and equipment documents, and other required information.

Maintain comprehensive knowledge of specialized areas involved in identifying and soliciting grants.

Serve as a liaison between HHMI, Veesler Lab and the Department to oversee project budgets and fiscal reports.

Participate in personnel and hiring planning for the Program, assessing needs, preparing job descriptions, working closely with the Principal Investigator, Dept. HR.

Perform other related duties as assigned.
MINIMUM REQUIREMENTS

Bachelor's Degree in Basic Sciences, Business Administration or related field + 2 years or more of experience in related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Experience and proven skill in managing budgets, fiscal projections and tracking expenses across projects.

Experience with Windows and Mac operating systems and general computer use.

Strong and clear communication skills in English, both oral and written required.

Excellent organizational, administrative and project management skills.

Ability to work with little supervision through initiative and good judgement.

Ability to work in a collaborative research environment with multiple stakeholders and tight deadlines.
DESIRED QUALIFICATIONS

At least 2 years of experience in managing one or more collaborative projects, including grant preparation.

Experience in research / grant administration and fiscal management.

Eagerness to learn and contribute to a high-performance research organization.

An appreciation for the development of new knowledge with positive societal and medical impact is desirable.

The ability to flourish in a highly matrixed organization and work well within multidisciplinary teams is desirable.
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.

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 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 [email protected] .

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 .

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