Program Operations Specialist (NE S 6)

Job Description

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 Medicine Division Metabolism Endocrinology and Nutrition has an outstanding opportunity for a Program Operations Specialist to join their team.

Position Purpose:

This position will work with the Program Manager to oversee labor analysis and the overall financial operation of the Diabetes Research Center (DRC) as well as basic research grants ensuring compliance with complex Federal State and University requirements. The Diabetes Research Center (DRC) is one of 17 DRCs sponsored by the National Institutes of Health (NIH) to promote basic translational and clinical research on diabetes and related metabolic disorders. To accomplish this goal the Center is organized around four biomedical research cores and an Administrative Core that also administers the Enrichment Program and the Pilot and Feasibility Program (P&F). This position will be responsible for coordination of the Enrichment Program and the Pilot and Feasibility Program including the overall financial operation ensuring compliance with complex Federal State and University requirements. This position reports to the program manager and works closely with faculty and staff in the DRC Diabetes Program Project Grant (DPPG) UW Medicine Diabetes Institute Nutrition and Obesity Research Center (NORC) the division the Department of Medicine School of Medicine and affiliate institutions in an effort to build and maintain effective working relationships and research processes that are vital to our mission. This position will also be responsible for providing programmatic support for the DPPG and the UWMDI located at South Lake Union that brings together a large number of investigators studying various aspects of the basic science of diabetes and obesity.

Position Complexities:

The role of the Program Operations Specialist (POS) is to work with the Program Managers for the DRC DPPG UWMDI and NORC to ensure Programmatic success. As such s/he exercises substantial responsibility and utilizes specialized knowledge of the research education and program objectives ensuring strategic goals and extramurally funded award aims are met. Must work independently take initiative prioritize matters and accomplish a broad spectrum and volume of work

Position Dimensions and Impact to the University:

Ensures operations meet program objectives of promoting and developing research in the field of diabetes and its complications.

DUTIES AND RESPONSIBILITIES

65% Research Administration

• This position acts as programmatic support for the NIH-funded P30 Diabetes Research Center (DRC). This position works with the DRC Program Manager and the Program PI on overall programmatic direction evaluation of scientific progress facilitation of interactions among investigators and administrative and fiscal support to the Program as a whole and individual Project Leaders and Core Leaders.

• Contributes to the overall program direction for the research and educational objectives by working with Investigators to direct operations ensuring strategic goals and extramurally funded awarded aims are met.

• Responsible for determining and advising Investigators on the viability of proposed resource allocation to ensure lack of conflict between funding sources and viability of adequate effort and resource commitments.

• Support Works with the Program Manager to prepare grant proposals and for preparing monthly budget reports and working with Investigators and Division staff to ensure compliance with proposal activities. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner.

Post award budget management/compliance activities will include but are not limited to:

• Ensure budgets are monitored and investigators are provided with customized detailed monthly financial reports. Work with the DRC manager to provide counsel utilizing multiple financial and record keeping systems to perform analyses of federal private industry and research and training budgets; forecasting future needs/expenditures and communicating status and progress directly with Principal Investigators. Review payroll certifications and ECCs for compliance and accuracy; distribute and maintain materials according to records retention schedules. Troubleshoot and prepare expense transfers as necessary. Obtain advance budget numbers and process no-cost extensions. Purchasing processing and coordination including the use of Workday ProCards and Departmental CTA.

20% Programmatic Support for DRC DPPG UWMDI and NORC

• Responsible for the day-to-day programmatic coordination of a NIH-funded Center Grant (DRC).

• Serves as liaison between Center Director Co-Director and DRC project/core leaders.

• Responsible for coordinating speakers and other visitors for the Diabetes Institute DRC and the Diabetes and Metabolism Seminar Series which features lectures from nationally recognized experts from across the country and is sponsored jointly by the UWMDI DRC and NORC.

• Responsible for coordinating the joint Pilot and Feasibility (P&F) award program with the UWMDI and NORC. Includes drafting application materials reviewing applications for completeness securing reviewers and coordinating review meeting.

• Program support for the Diabetes Program Project Grant (DPPG) encompasses coordinating logistics for the programs external advisory board members and other distinguished guests invited by the program director. This role involves managing all facets of planning and executing annual meetings including reserving meeting spaces processing honorariums and travel reimbursements and coordinating semi-monthly email communications with project members to ensure effective collaboration and seamless operations.

5% Compliance and Risk Management

• Promote compliance and risk management in accordance with policies of the University of Washington and sponsoring entities most importantly the NIH.

• Interpret monitor analyze and implement federal state institutional and industry laws and policies as they apply to administrative and research operations. Integrate knowledge of compliance policies into operations communicate necessary procedural or policy changes and under the direction of the Institute and Division Leadership guide full implementation of applicable policies.

• Continually monitor and assess the Divisions compliance around research and fiscal processes troubleshooting and eliminating weakness areas and improving systems to strengthen the stability of the research enterprise.

5% Personnel Administration

• Work with Program managers and Principal Investigators to oversee management of personnel such as redistribution of grant effort. Oversee funding support for personnel and recommend appropriate funding strategies.

5% Other

• Work with managers to ensure the management of physical conjunction with the Directors and division staff assist with assignment of space coordinate with IT services personnel and ensure appropriate backup and maintenance policies and support. Assist in providing site-based management of equipment inventory. Attend appropriate building committee meetings disseminate information and recommend improvements to space and facilities. Other duties and assignments as assigned and needed.

MINIMUM REQUIREMENTS

• Bachelors degree in business administration or related field and one year related work experience.

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

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

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.