Job Description

The Boeing Department of Aeronautics & Astronautics in the College of Engineering has an outstanding opportunity for an experienced Program Operations Specialist to manage the Joint Center for Aerospace Technology Innovation (JCATI).

JCATI was created in 2012 by the State of Washington and is administered out of the William E. Boeing Department of Aeronautics and Astronautics. JCATIs mission is to support Washington States aerospace community by bringing together members of the University of Washington Washington State University and the other public 4-year universities and colleges with private industry to develop new aerospace technologies in Washington. This position will support the Program Director and provide procedural and operational support for the Center.

The JCATI program operations specialist will manage the day-to-day operations of the center. The person will Issue requests for proposals and handle submissions and reviews maintain and update the Centers website manage annual research symposium manage all budget and post-award fiscal activities and establish systems and gather data for mandated reports. The person will also perform complex technical fiscal analyses and financial reporting contribute to strategic planning interpret enabling legislation and make recommendations for meeting its goals. The person will engage in communications with members of industry and elected officials and will handle sensitive and confidential information.

The person in this position will coordinate meetings and communications across organization cultural and procedure lines among investigators staff and administration of the states six

4-year universities and colleges numerous industry partners and the Board of Directors. Activities and achievements of the center will be of great interest to legislators state government administration and leadership of the universities as well as the participants. It will be important that the person hired has a full understanding of university operational organization pre- and post-award grant management and the ability to communicate clearly accurately and gracefully under pressure.

Duties and Responsibilities:

Operations and Strategic Planning

• Manage annual research symposium: choose site negotiate contract arrange catering other supporting services participant travel and reimbursements

• Prepare post-symposium reports/publications.

• Coordinate and oversee all special events and regular JCATI programming

• Oversee all internal and external communications including the website reporting or other materials. This includes reports to the State of Washington legislature Joint Legislative Audit and Review Committee other Washington aerospace industry organizations and other stakeholders

• Work with the legislation the Board of Directors and Program Director to establish performance objectives and tools to assess progress toward them.

• Manage data gathering and record keeping systems to assure that program reporting requirements are met. (JLARC)

• Provide metrics and other information to UW Finance Planning and Budgeting for planning purposes

• Oversee all internal operations including financial communications student affairs and outreach.

• Organize and facilitate quarterly JCATI Board of Directors meetings.

• Work with WA Office of Boards & Commissions to manage and fill board positions.

• Represent JCATI and manage relationships in state and local groups and initiatives including but not limited to

  • Aerospace Futures Alliance (AFA) Pacific Northwest Aerospace Alliance (PNAA) Northwest I-90 Manufacturing Alliance (NIMA) and other WA aerospace industry groups.

  • City of Kent Economic & Community Development Office

  • PNW Chapter of the American Institute of Aeronautics and Astronautics (AIAA).

  • WA State Academy of Sciences

  • King County Initiative: Air and Space 2030: Investing in the evolution of King Countys Aerospace Cluster

  • Sustainable Aerospace Technologies & Energies Cluster

• Manage relationships with the Washington State Aerospace community to ensure multiple stakeholders are engaged to provide feedback so that JCATI stays effective in its charge.

• Expand and maintain relationships among university faculty and local national and international aerospace/tech companies to foster research partnerships.

• Represent the State of Washington at local national and international aerospace events and conferences

• Participate in strategic planning execution of strategic steps and goals assessment of progress on or toward goals.

• Oversee and maintain comprehensive fiscal and administrative policies and procedures

• Manage records according to state and university records retention requirements.

• Ensure all fiscal tasks are completed in compliance with UW State federal and sponsor requirements in partnership with the A&A fiscal team.

Financial Management

Grant Proposals and Funding:

• Compose and publish requests for proposals (RFPs).

• Manage and update proposal review process with attention to confidentiality policies and transparency when business needs require.

• Oversee the proposal acceptance and review process including conducting the first review for completeness accuracy of budgeting finding reviewers etc.

• Organize and facilitate proposal review committee meetings. Assist Board with ranking/review process.

• Notify applicants of funding decisions.

• Transfer funds to funded institutions/investigators.

Post-Award Grant Management:

• Work directly with faculty/principal investigators discuss budgetary issues including allowability allocability and reasonable expenditures.

• Advise in cases in which budget balances are in question providing options and alternatives in cases in which transfers are required.

  • Provide management and operational support on general functions associated with Center operations such as payroll purchasing reimbursement reconciliation and fiscal planning. May have signature approval authority for certain budget transactions.

• Ensure compliance with University policies and procedures and conduct fiscal matters according to generally accepted accounting standards.

• Develop and administer operational controls and procedures as needed; disseminate to funded investigators and their support teams.

General Operations

• Maintain and report on operating budget to program director and other constituents as needed

• Manage purchasing travel and any other financial transactions needed to support general operations

• Collaborate with the A&A departmental fiscal team to ensure operations are aligned with general departmental processes and updated as needed to address any compliance or business need changes.

Other Duties:

• Participate and lead as appropriate special projects and initiatives

• Serve on committees and working groups both internal to the department within the larger college and campus community as well as regional and national groups as needed.

• Other duties as assigned

Minimum Requirements

• Bachelors degree in business administration accounting finance or related field

• Four years experience managing a large interdisciplinary project or center plus experience in pre- and post-award grant administration; or an equivalent combination of education and experience.

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

Additional Requirements

• Demonstrated ability handling a high volume of diverse tasks under deadlines with consistent accuracy and attention to detail

• Demonstrated experience in working on diverse groups and teams; respects values and contributes to A&As commitment to justice equity diversity and inclusion.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues

• Demonstrated ability to identify interpret and follow policies and procedures (institutional academic federal state and other)

• Ability to successfully organize plan and execute small and large-scale projects

• Ability to exercise independent judgment manage competing priorities and properly allocate resources to ensure project completion

• Ability to manage records and perform basic data management tasks; experience maintaining and managing data in MS Excel

• Excellent verbal written and interpersonal skills

Desired Qualifications

• Familiarity or background in technical or scientific fields

• Successful history of managing collaborative working relationships with faculty staff and academic leaders as well as community groups

• Experience managing a network of collaborative partners

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.