The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The Institute of Translational Health Sciences (ITHS) is a $70M health research institute based at the University of Washington, with integrated partnerships with Fred Hutch and Seattle Children's, and more than 20 other organizations engaged in health research in five states in the Pacific Northwest region. The mission of ITHS is to accelerate the translation of scientific discoveries to the clinic and beyond to improve the health of people in our region today. We develop critical resources to help innovators move their discoveries forward. ITHS fosters innovative health research, sustains research resources, and offers education and career development programs.ITHS has an outstanding opportunity for a Temporary Administrative Program Manager. This position provides the full spectrum of executive support to the Institute and manages projects within the Office of Communications and Special Projects. This includes daily administrative support, and requires substantial organizational, problem-solving, and project management skills as well as individual initiative and excellent communication skills. This position sets their own work priorities in providing project management, critical communication and recommendations to ensure that ITHS initiatives and strategic goals are met and are closely aligned and widely vetted within the partner institutions' structures as well as across the region.He or she will be expected to deal frequently with a variety of people via email and over the phone and must have excellent written and verbal communications skills. This position entails frequent and substantive interactions both within and outside the University community and involves sensitive and confidential matters using good judgment and discretion. This role will work closely with the Office of Communications and Special Projects to provide administrative support for key upcoming events through July and August 2019.POSITION COMPLEXITIES & DIMENSIONSThis position will regularly exercise independent judgment and decision-making skills to find solutions to complex administrative problems consistent with the goals and needs of the Institute and its multiple scientific research cores located on the UW campus, at local research and clinical centers, and over the WWAMI region. Under the supervision of the Manager of Communication's and Special Projects, the Administrative Program Manager will proactively work to establish administrative procedures and guidelines to streamline various ITHS business operations systems, providing structure to the Institute's administrative core in the areas of project administration, operational functions, and meeting facilitation. This work requires the utmost diplomacy and discretion.Must be able to take initiative and maintain ownership of responsibilities and use prioritization and critical thinking skills in ambiguous and unstructured situations. S/he will work in a combination of functional areas such as administrative support, event coordination and execution, office management, public relations, personnel administration, and records management and/or report preparation. Additional responsibilities may include budget management, administrative tasks, and special projects including events and budget reconciliations for key ITHS events and activities in the coming months, including our annual External Advisory Board meeting.ITHS is a highly interactive consortium organization, both institution-wide and multi-institutional in its scope. It is national in its membership and leadership within the NIH network of CTSA-funded sites. It is the only unified home for clinical and translational research services in the University. The duties and responsibilities of the position will directly affect the operational stability and strategic and tactical development of ITHS.POSITION RESPONSIBILITIESThis individual will provide high-level executive support to ITHS while the Institute is working to fill 5 vacant staff positions. (50%)
Under the direction of the Manger of Communications and Special Projects, assist with correspondence and providing critical communication to assure ITHS initiatives and goals are met.
Coordinating office meetings and events; develop meeting agendas and manage the dissemination of materials in conjunction with the Office of Communications and Special Projects.
Attend various standing and periodic executive meetings to gather information and data and disseminate information. Manage assignments arising from discussions.
Written transcription and recording meeting minutes.
Composing acknowledgements, notifications and/or confidential and sensitive materials
Provides assistance with meetings, events, and other general tasks.
Field public queries to the ITHS from the main phone line and email
Research and prepare data and information in preparing complex documents and charts for annual progress reports, the competing renewal grant application and for associated organizations and advisory groups.
Create and manage complex timelines and complete accurate, time sensitive documents.This individual will manage the successful implementation of ITHS events and programs and provide additional support to other projects as needed. (50%)
Provides logistical support for event coordination in a complex environment involving numerous contributors in conjunction with the Office of Communications and Special Projects, including the upcoming External Advisory Board meeting.
Be the point person for key ITHS events and activities as assigned to ensure milestones are met
Devising unit standards/procedures to ensure adherence to institutional or funding agency policies
Establish and maintain numerous collaborative relationships with faculty and staff in the execution of ITHS projects.
Independently develop presentation materials, including researching and summarizing materials by using presentation software to create effective documents and presentations.
Preparing presentations and reports. This requires word processing, making tables and figures, applying formatting that are driven by specific guidelines and compiling and organizing materials in a timely fashion
Participates in and supports evaluation efforts and continuous performance improvement throughout ITHS; participate in analysis and evaluation of projects and project management. Projects may include, but are not limited to, major grant initiatives, workload analyses, HR processes, subcontract budget tracking, and space utilization. Recommend procedures for continual improvement.
Other duties as assignedQUALIFICATIONS
Bachelor's Degree in Business Administration, Operations, Health Sciences, or related field
Between one and three years' experience
Must be highly organized, able to work under pressure in a high volume environment, efficiently managing multiple projects.
Demonstrated ability to meet aggressive deadlines and produce high quality work with minimal supervision or direction
Strong ability to understand the strategic priorities of ITHS and to make independent decisions that have a significant impact on the operational effectiveness of the administrative group and the Institute's programs and services.
Strong team orientation and team communication skills; ability to capture strategic discussions clearly, concisely and coherently.
Strong project management skills.
Flexibility and resourcefulness.
Ability to interpret and communicate to others complex policies and procedures.
Ability to work independently with a high degree of reliability, accuracy, and productivity with attention to detail.
Excellent organizational skills with the ability to prioritize and manage multiple tasks and responsibilities simultaneously
Strong written and oral communication skills, dedication to courteous customer service (this includes a demonstrated ability to interact positively and professionally in a team-oriented environment with academic and medical faculty, staff, and students, and with individuals from diverse backgrounds)
Must conduct affairs with tact and diplomacy while maintaining confidentiality.
Exemplary customer service skills while managing additional high volume responsibilities.
Excellent computer skills, including a high skill level in Microsoft Office (especially Word, Excel, Outlook and PowerPoint), and web searches, graphics and presentation software, databases and data retrieval, project management and calendaring in a Windows environment
Keyboarding/typing of 60wpm or moreDesired
Familiarity with academic research, and more specifically clinical research
Experience editing academic materials, and/or experience scheduling meetings and maintaining a calendar.
Experience with Adobe Acrobat Standard or Professional, Endnote, and/or Visio. Application Process:The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter, and/or others. Any assessments that you need to complete will appear on your screen as soon as you select
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.