Senior Project Manager

Job Description

The Department of Neurological Surgery has an outstanding opportunity for a Senior Project Manager to join their team.

Position Purpose

The Senior Project Manager provides strategic and operational leadership for the TRIAD program within the Department of Neurological Surgery. This position reports directly to the Principal Investigator and is responsible to though not supervised by the TRIAD Project Director. This position will work directly with faculty leaders for the overall Clinical Dementia Training and its tracks the Workforce Development Programs (e.g. fellowships) the Teleconsultation Service and the Clinical DementiaECHO program. This position will supervise the staff for the Dementia Clinical Training the Workforce Training Programs the Teleconsultation Service and the ECHO program.

In partnership with the Principal Investigator and the Project Director this role is responsible for the overall management of all administrative communications organizational and internal project financial/budget operations for a large federally funded program with three core areas: Clinical Dementia Training and its tracks the Workforce Development Programs the Teleconsultation Service and the Clinical DementiaECHO program. The Senior Project Manager will be the professional staff lead serve as a member of the executive leadership team for TRIAD and will report directly to the project Principal Investigator. The position serves as a critical liaison between TRIAD leadership (the Principal Investigator and Project Director) the Indian Health Service (IHS) UW units and external collaborators and institutions. By exercising a high level of independent judgment applying in depth knowledge of administrative operations the Senior Project Manager ensures the successful execution of program goals timely submission of contract deliverables quality control of deliverables strategic implementation of all program activities and alignment of operations with departmental and institutional standards and compliance with sponsor and institutional requirements.

DUTIES AND RESPONSIBILITIES

Project Management: 75%

• Serve as a strategic operational lead and oversee all aspects of the TRIAD program with broad mandate to assess and manage administrative workflows deadlines and deliverables across all program elements (Dementia Clinical Training Teleconsultation Clinical Dementia ECHO Program Workforce Development).

• Oversee the operational management for TRIAD Clinical Dementia Training Teleconsultation Clinical Dementia ECHO Program Workforce Development webinars and online trainings the development evaluation and maintenance of systems to manage TRIAD logistics respond to questions organize registrations and collect assemble analyze and report evaluation data.

• Lead development of systems to manage Continuing Education compliance and other key logistics.

• Communicate with accuracy precision and attention to detail. Communications must be compliant with typical contract guidelines of being in plain and clear English.

• Maintain and document expert-level knowledge of all contract issues related to TRIAD to proactively identify risks and guide resolution strategies. Exercise independent judgment in triaging and overseeing day-to-day operations including:

• • Ensure meetings are scheduled notes taken and minutes distributed by staff in line with IHS deliverables and organize and maintain all TRIAD-related records and documentation in Principal Investigators preferred format.

  • Work autonomously with the Principal Investigator Project Director IHS leadership and staff to ensure that all contractual requirements are met in a timely and compliant manner.

  • Review daily work updates from multiple team members to ensure accuracy and efficiency.

  • Independently draft and edit a variety of communications on behalf of TRIAD leadership.

  • Work with TRIAD Dementia Training Teleconsultation Clinical Dementia ECHO Program Workforce Development leads in the preparation coordination and timely submission of materials required to meet IHS contract deliverables.

  • Act as a direct administrative partner to TRIAD leadership and provide consultative support to improve project efficiency.

  • With TRIAD leadership lead weekly meetings prepare detailed agendas and action plans.

  • Proactively identify workflow gaps or emerging issues recommend and upon consensus and approval of leadership implement solutions.

• Maintain timely and direct communication with Principal Investigators Project Director and staff within and external to the Department of Neurological Surgery UW departments other collaborators and IHS as appropriate to support TRIAD operations.

• Involve TRIAD leadership and department administrative leadership as appropriate to identify and ameliorate operational issues.

• Use independent problem-solving and interpersonal skills to assist with organizational process improvement efforts identify project issues solutions and resources to solve problems. Plan ahead prioritize and coordinate activities that have deadlines or are deliverables and alert leadership about upcoming events and deadlines for deliverables and other tasks.

• Manage the administrative and logistical portions of the Clinical Training Programs for IHS/Tribal/Urban Centers personnel including:

• • Manage and provide strong customer service including course registration access and participant documentation.

  • Maintain accurate clinical training information on the TRIAD and IHS websites.

  • Provide customer service for clinical training program participants.

  • Collect organize analyze and report evaluation data and provide ongoing quality improvement reports to the Principal Investigators TRIAD Directors and training program leads.

  • Collaborate with training program leads and subject matter experts to develop and execute regularly scheduled quality improvement updates and revisions.

  • Provide ongoing documentation and maintenance for courses to ensure compliance with ACCME ACPE ACDE and ANCC accredited units at UW WSPA IHS and/or WSU.

  • Manage the electronic files for the program and ensure files are transferred stored and accessible for the TRIAD clinical training programs in compliance with contractual IHS and university data-sharing and intellectual property rules and regulations.

• Work with UW and departmental Human Resources to identify mitigate and resolve issues related to personnel oversee the recruiting interviewing and hiring of new staff and related tasks.

• Manage all aspects of employee performance and personnel matters for the team including leading the annual performance evaluation and merit process overseeing goal setting and ensuring timely feedback and coaching.

• Provide guidance on corrective action and performance improvement plans in alignment with University policies and best practices. Proactively identify mitigate and resolve personnel issues to support a positive productive and inclusive work environment

• Oversee all phases of the recruitment lifecycle including position development interviewing selection and onboarding.

• Effectively prepare and manage information and data using PowerPoint Word Excel and other software programs

Financial Risk Management: 15%

• Proactively collaborate with the project Principal Investigator to identify appropriate payment mechanisms for project activities and expenses.

• Oversee and manage the vendor agreements vendor billing and gift cards for subject matter experts vendors and storytellers purchasing and travel for TRIAD personnel.

• Ensure contract operational and deliverable requirements are met on time according to internal TRIAD deadlines and contractual mandated dates of delivery.

• Perform comprehensive and independent review of contracts and other supporting documentation for vendors subcontractors and others.

• Coordinate the submission of the annual and other reports in accordance with Office of Sponsored Program requirements and deadlines.

• Provide strategic technical and policy-level guidance to faculty and program staff drawing on institutional knowledge and best partnership with the TRIAD leadership meet with the Vice-Chair of Research for the Department of Neurological Surgery regularly to review activities.

• Prepare submit and ensure timely reimbursement for project personnel (including salary reimbursement travel) in compliance with department university and contractual procedural requirements.

• Determine space and office furniture needs and access to resources.

Other Duties as Assigned: 10%

MINIMUM REQUIREMENTS

• Masters degree in adult education or a health-related or relevant field

• At least 5 years experience in project management adult education curriculum development management organizational and/or business improvement experience TO INCLUDE 3 years experience in aging dementia or related health field and experience in adult education curriculum development or related educational 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 with level 1 research university systems financial operations and processes and procedures including vendor agreements consultation agreements and gifts cards as compensation and travel approvals and reimbursement procedures.

• Excellent written and oral communication with ability to draft accurate concise and clear emails and other documents that attend to detail. Demonstrated ability to apply Plain English principles in written communications

• Excellent organizational and prioritization skills with demonstrated experience managing large multi-component grants and projects.

• Experience with year-end reports progress reports and similar documents intended for the sponsors.

• Valid drivers license and reliable access to a car for work related travel.

• Willing to apply for IHS-mandated federal security clearance to facilitate transferring of various large files to IHS personnel.

DESIRED QUALIFICATIONS

• At least 2 years experience in managing or delivering clinical medicine or health care or at least 2 years experience in managing educators

• At least 4 years of experience directly and successfully managing large grants or contracts with multiple components

• Experience balancing independent operating and planning with working under Principal Investigators direction and within guidelines established by Principal Investigator.

• Experience working with American Indian and Alaska Native populations or organizations.

• Knowledge of IRB HIPAA and intellectual property regulatory requirements for the conduct of research

• PMP certification

• Ability and willingness to work well in a fast-paced and dynamic environment absorb new information quickly and contribute meaningfully to the development and execution of projects

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.