Program Manager of the WWU Viking Biomedical Research Initiative

Position Title

Program Manager of the WWU Viking Biomedical Research Initiative

About the University

Western Washington University with over 15000 students in seven colleges and the graduate school is nationally recognized for its educational programs students and faculty. The campus is located in Bellingham Washington a coastal community of 100000 overlooking Bellingham Bay the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver British Columbia. Western is one of the highest-ranking public masters-granting university in the Pacific Northwest according to the U.S. News & World Report rankings.

About the Department

The Viking Biomedical Research Initiative (VBR) supports Westerns mission which states that together with our students staff and faculty we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women people of color people with disabilities veterans and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

VBR is an interdisciplinary initiative across the College of Humanities and Social Sciences (CHSS) and the College of Science and Engineering (CSE) at Western Washington University (WWU). VBRs mission is to strengthen the WWU research infrastructure and expand faculty and student engagement in biomedical research. VBR brings together faculty members and students from the Departments of Anthropology Biology Chemistry Communication Studies Communication Sciences & Disorders Computer Science Engineering & Design Health & Human Development Linguistics Psychology and Sociology to participate in a variety of interdisciplinary activities. VBR supports student and faculty research related to biomedical research through grant writing workshops course-based undergraduate research experiences (CUREs) and a pilot project grant program to develop projects for external funding and peer-reviewed publications. VBR also manages grant submissions and budgeting coordinates year-round activities and professional development programs and oversees the procurement of instrumentation and resources for biomedical research.

About the Position

This position manages the administrative functions of the Viking Biomedical Research Initiative. Duties include (but are not limited to): budgeting and financial management; developing and overseeing year-long VBR activities and communications; managing the VBR office and daily operations; and advising and interfacing with faculty staff students and outside participants in VBR activities. This position works under general direction and reports to the Director of VBR and works closely with Research and Sponsored Program personnel. This position provides continuity in program management and direction by advising the Director on a variety of topics related to interpreting and implementing VBR College and University-level policies and procedures in coordination with the Vice Provost for Researchs Office the Academic Budget and Administration Office and other College and University departments.

This position is classified as an Administrative Services Manager A and is a 0.8 FTE 32 hours per week 12-month position (not cyclic). It is fully in-person project-employment position ending no later than projected grant end date with the possibility of a five-year NIH funding renewal.

Summary of Position Responsibilities

Budgeting Contracts and Funds Management (20%):

• Initiate manage and monitor the financial activity for VBR including all purchasing and reconciliation records maintenance adjustments and cost estimates
• Advise on budgets and approve transactions as VBR budget authority
• Prepare travel forms/requests personnel action forms reimbursement and adjustment documents and review for accuracy and compliance with policies and procedures.

Management and Planning (65 %):

• Participate in the design and implementation of VBR policies and procedures; provide information and advise students staff and faculty regarding policies procedures and activities of VBR Academic Affairs WWU and the State of Washington.
• Coordinate communicate and troubleshoot VBR events and meetings including all aspects of logistics and implementation
• Coordinate prepare and process documents and communications for the VBRs External Mentor meetings and any VBR committees; give input to the agenda for VBR meetings; participate in in-person and virtual meetings and record minutes.
• Compile VBR program outcomes data for annual program assessment and reporting
• Ensure all routine office operations are carried out (ordering supplies distributing and processing mail managing communications maintaining records and files etc.)
• Develop content maintain and update VBR program website using Drupal and HTML
• Serve as point of contact for Muser (Matching Undergraduate Students to Science and Engineering Research) software implementation.
• Recruit employ train and supervise part time student employees to assist in routine clerical work.

Personnel Management (15%):

• Prepare process review and track employment documents connected to multiple funding sources for faculty and student and non-student positions each year.
• Approve VBRs payroll for students and exempt staff. Work closely with HR to manage VBRs hiring practices to ensure they comply with current policies and practices.
• Recruit interview select and dismiss student employees determine job title and pay level approve leave requests provide training assign and schedule work and respond to problems or conflicts.
• Assist Director and grant PIs in the administration of proper personnel practices and procedures.
• Act as search coordinator plan recruitment advertising and hiring process for new employees in compliance with WWU policy.

The State HR classification for this position is Administrative Services Manager A. This is a part-time (.80 FTE) project employment position ending no later than September 2028.

Required Qualifications

• A Bachelors degree in a related field AND two years of professional experience in the field; or four years of responsible supervisory and/or administrative experience in a related field. Equivalent education/experience will substitute for all minimum qualifications
• Experience with operational budget management and projections and financial reconciliation
• Proficiency with MS Office Suite
• Experience using Drupal Wordpress or other website management tools
• Commitment to supporting the VBRs efforts to create an inclusive supporting and welcoming environment for students staff and faculty.
• Commitment to fostering and maintaining a student-centered outward-facing office environment.
• Willingness and demonstrated ability to establish and maintain a friendly cooperative and professional work environment with a wide variety of staff faculty students and external participants.

Preferred Qualifications

• Demonstrated proficiency with budget management software (ex. Banner Millennium or similar)
• Experience working with a university department or program to support its mission and goals
• Experience working with and advising others about Washington State and WWU policies and procedures as they pertain to purchasing travel contract administration and human resources
• Experience working in higher education administration including student advising and program administrative management

Conditions of Employment

All employees must comply with our Immunization policies including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.

Salary

$3817 - $5132/month depending on qualifications and experience

Benefits Information

Benefits Overview for Classified Positions

Bargaining Unit

This position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.

Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted for finalists.

Closing Date Notes

Western Washington University (WWU) is an equal opportunity compliance with applicable laws WWU does not discriminate on the basis of race ethnicity color national origin age citizenship or immigration status pregnancy use of protective leave genetic status sex sexual orientation gender identity gender expression marital status creed religion veteran or military status disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability or any other characteristic protected by federal state or local law in its programs or activities including employment admissions and educational programs. See WWUs Policies on Prohibiting Discrimination Based on A Protected ClassandProhibiting Discrimination Based on Sex. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance Title IX and ADA Coordinator Western Washington University Old Main 126 (MS 9021) 516 High Street Bellingham WA 98225;360.650.3307(voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation please contact Human Resources Disability Services360.650.3751or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (The Clery Act). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Westerns campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security such as policies concerning alcohol and drug use crime prevention the reporting of crimes sexual assault and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of Student Life at. The report can be found at:Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes asexual misconduct background check