Senior Graduate Education Specialist

Job Description

The Office of Research and Graduate Education (RGE) in the School of Medicine (SoM) promotes and facilitates research teaching and science training within the UW Medicine community. We do so by building and enhancing infrastructure providing UW Medicine and University leadership with strategic information and analysis fostering an open and collaborative environment streamlining processes and maximizing opportunities for achievements in research and education.

Reporting to the Administrative Services Manager the Senior Graduate Education Specialist is independently responsible for developing and delivering training and professional development content for workshops and seminars designed to support the research trainee community as well as provide resources and guidance to graduate program faculty leadership and advisors. This position partners with SoM and interdisciplinary graduate programs to provide resources and guidance in areas related to research education and training for both graduate students and research postdoctoral scholars including professional development; curriculum and handbooks; recruitment and admissions; and scholarships and fellowships. This role partners closely with the other members of the Administrative Services Unit particularly the Senior Outreach Specialist on planning and executing education-related workshops and school-wide events such as the PhD hooding ceremony and the research mentor education program. Strong organizational and leadership skills are required to manage relationships deadlines and competing priorities.

This position has the lead responsibility within RGE for partnering with the Associate Dean for Research Education and Training and other faculty leaders and administrative directors to provide biomedical research training resources appropriate for both graduate students and postdoctoral scholars. The Senior Graduate Education Specialist must exercise independent judgement and ownership of managing fellowship and scholarship allocations and notifications; supporting committees councils and recurring stakeholder meetings; and supporting student organizations. The scope of this position is UW wide partnering and collaborating with Public Health Engineering other UW Health Sciences schools UW Bothell Interdisciplinary Arts and Sciences Program and with regional partner institutions (e.g. Fred Hutchinson Cancer Research Center Allen Institute Gonzaga University Seattle Childrens Research Institute others).

UW is challenged in offering career development programming for over 1300 research trainees at the graduate and postdoctoral levels. The SoM employs over 400 postdocs in research-intensive roles and enrolls approximately 900 graduate students in our biomedical PhD programs. This is a mission-driven staff position and requires a skilled knowledgeable and motivated individual to plan implement and adapt events and services based on results and feedback. Faculty leaders are committed to and supportive of these programs.

By improving the readiness of research trainees for careers in science RGE is increasing SoMs success in training and placing the next generation of research scientists in academia teaching and government which in turn increases interest in our graduate programs and postdoctoral opportunities and attracts high-achieving faculty researchers. Additional expected impacts include improved communication among trainees and faculty mentors and between international trainees and their mentors a more attractive workplace for high-performing trainees better resources for department and program managers to complement their formal training programs enhanced relationships between the SoM and private sector business partners and improved collaborative capacity overall within and among research labs and departments.

DUTIES AND RESPONSIBILITIES

Program Management (75%)

• Plan and implement workshop and seminar content for the SoMs research trainee community encompassing programs such as the Bioscience Career Seminar Series Inclusive Leadership Workshop Future Faculty Fellows Science Teaching Experience Program (STEP).
• Coordinates closely with the team to support large school-wide events honoring research trainees such as the PhD Welcome Event PhD Hooding Ceremony and fellowship receptions.
• Works closely with the Associate Dean for Research Education and Training and Director of Research and Graduate Education to implement strategies that enhance infrastructure provide data and analysis foster collaboration streamline processes and maximize opportunities for the achievements PhD graduate students and research postdoctoral scholars and fellows.
• Works closely with the Senior Outreach Specialist and the Director of Research Mentor Education to plan and implement the Research Mentor Education program throughout the academic year.
• Works closely with the Data and Analytics Unit on the development and presentation of new metrics and reporting resources to programs and department leaders related to the support and development of research trainees.
• Works closely with the Director and Associate Director to strategize support and infrastructure to directors and administrators of SoM institutional training grants.
• Works closely with the Director to provide detailed and easily accessible guidance on compliant student employment best practices policies and procedures.
• Cultivate and sustain strong relationships with PhD programs faculty Graduate Program Coordinators (GPCs) and staff Graduate Program Advisor (GPAs) to provide resources in support of each programs goals.
• Conducts surveys and gathers important information required for strategic planning and analysis at both the SoM and departmental levels.
• Supports student organization and affiliate group facilitators in meeting their community building goals through guidance relationship management and resources.
• Represents SoM at school and campus-wide meetings and processes related to graduate programs and research postdoctoral scholars.

Budget and Financial Responsibilities (10%)

• Monitor and track budgets for assigned programs.
• Work with the Administrative Manager to closely manage financial allocations of school-wide scholarships and fellowships while maintaining fiscal responsibility.
• Monitor student organization activities for compliance with financial requirements.
• Make budget recommendations to leadership related to resources and awards provided to research trainees.

Communications and Stakeholder Engagement (10%)

• Works closely with the Senior Outreach Specialist to develop internal communications to research trainees and mentors.
• Partner with department leadership and Alumni Association teams on strategic engagement of graduating students to build a strong PhD alumni community.
• Develop and refine career development on-demand resources for postdoctoral trainees.
• Create and adapt guides and materials for prospective students new student orientation graduating students and alumni.
• Serve as a point of contact for inquiries regarding education and training resources and services.

Other duties (5%)

• Administratively support various committees including Graduate Program Coordinators (GPCs) Graduate Program Advisors (GPAs) Research Experiences for Undergraduates (REU) program directors and T32 peer networks.
• Assure standard operating procedures are accurate current and utilized.
• Routinely provide backup to other team members including the Senior Outreach Specialist Assistant to the Vice Dean and Administrative Services Unit Manager as needed.
• Serve as lead staff within the Office of Research and Graduate Education for ad hoc postdoctoral scholar and graduate education support needs.
• Perform other duties as assigned.

MINIMUM REQUIREMENTS

• Bachelors degree in education life science communications or related field.
• Three years experience in educational program management including recruitment admissions student advising and faculty support and academic student employment.

Additional Requirements.

• Exemplary attention to detail.
• Ability to define and achieve clear goals and deliverables.
• Outstanding written communication skills to write and edit meeting and event materials emails and correspondence.
• Outstanding oral communication skills to work efficiently and collaboratively throughout the University community and among partner institutions.
• Demonstrated excellence in problem-solving.
• Proficiency in Microsoft Office applications.

DESIRED QUALIFICATIONS

• Masters degree in higher education administration life science or related field.
• Experience in administering a biomedical or life science PhD program in an academic setting.
• Experience in workshop and seminar content design and delivery.
• Experience in managing graduate student employment and fellowship appointments in Workday.
• Experience with National Institutes of Health (NIH) institutional training grant and individual fellowship award mechanisms.
• Experience with academic program metrics and reporting.

Application Requirement

This recruitment requires a cover letter.

WORKING ENVIRONMENT

Able to work a flexible schedule as required. This position is eligible for a hybrid (office and home) work schedule dictated by business needs. Able to lift ten pounds. Able to use UW shuttle system to travel between UW Medicine research sites.

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.