As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for four consecutive years.The Department of Anesthesiology & Pain Medicine currently has an outstanding opportunity for an APM RESEARCH ADMINISTRATOR.The Anesthesiology & Pain Medicine (APM) Research Administrator is the administrative leader for research in the Department of Anesthesiology and Pain Medicine, which has a substantial and diverse portfolio of basic science and clinical research carried out at University of Washington campus, Harborview Medical Center campus, and South Lake Union research campus. The Research Administrator will work closely with the Chair, the Vice Chair for Clinical Research, and the Vice Chair for Basic Research to facilitate research throughout the department, collaborating with the Department's research leadership, (Chair, Vice Chairs, PIs and Center Directors) in strategic planning for research in the Department. This individual will have leadership of implementation of research strategic plans and will initiate overall promotion and enhancement of the Department's research enterprise.This individual will act as principal liaison with all individuals and groups participating in the Department's research enterprise to ensure full alignment of all facets of research administration. Success for this position will be measured by a research infrastructure that supports and facilitates the success of researchers in the Department. Easing administrative burden of researchers so that they can focus on their research will be a key outcome. This position, in close collaboration with the Department's Research Vice-Chairs, Research Center Directors, and PIs, will also work to increase the quality, quantity, and synergy of research proposals for the Department.This 1.0 individual will report to the Director of the Department of Anesthesiology & Pain Medicine with highly matrixed relationships to the Chair, the Vice Chair for Basic Research, and the Vice Chair for Clinical Research. In addition, this individual will work closely and extensively with the Directors of many of the APM Research Centers: the Mitochondrial and Metabolism Center (MMC), The Center for the study of the Neurobiology of Addiction, Pain & Emotion (NAPE); and the center for Perioperative and Pain Initiatives in Quality, Safety and Outcomes (PPiQSO). In this capacity, this individual must build strong working relationships and gain the confidence of the Directors of the Centers and the various PIs. This individual will manage all Department research administrative staff.This individual's major responsibilities will include:Research Operations Management & Systems Development: 40%Financial operations management; liaising and/or oversight with pre and post award grants and contracts specialists = 25%Management of HR needs within the research centers and labs; primary liaison between Research HR and Departmental HR = 20%Research strategic planning development and implementation = 15%The complexities of this position lie in the quantity and variety of research this individual will administrator. There are approximately 20 labs/research groups, and 21 funded PIs leading both bench and clinical research projects. Each type of research has its own methods, rules, funding sources and administrative and staffing types and needs. About 36 research staff work in the various research groups, including senior fellows (academic titles), undergraduate and graduate students, and staff scientists - both permanent and hourly. Approximately 6 administrative staff work to support the research enterprise. The individual must have sufficient experience, scope of knowledge and credibility with the Chair, The Vice Chairs, the PIs and Center Directors to be successful. This individual must be able to independently solve problems that impact upon the ongoing ability of the researchers to continue their work. In that capacity this individual will interact with the larger School of Medicine, other Departments and outside organizations.Operationally, this individual will manage research space, will initiate discussions with PIs about staffing, and other resource needs. They will be responsible for the research administrative budget, tracking research group budgets to ensure money is budgeted accurately, as well as participate in pre and post-award discussions surrounding uses of grant and contract funding. This individual, in close collaboration with the PIs and Grant managers, will assign costing allocations on a monthly basis as needed. This person is pivotal to easing administrative burden on researchers by understanding and helping to navigate complex systems within the University, while keeping research activities compliant with all pertinent regulations. This individual will be responsible for developing metrics of success and ensuring they are implemented and communicated. In addition, this position will work to enlarge the research enterprise's portfolio. This individual must have expert understanding of Department's research initiatives, will lead strategic planning for research and take responsibility to develop actionable plans; ensuring actions align with research goals. The Research Administrator will promote collaboration between and among research centers, acting as catalyst for enhancing research endeavors. This individual will manage internal and external communications around research projects, goals and accomplishments, ensuring that all avenues for exploring, achieving and celebrating research are investigated, developed and implemented. They will oversee, lead and develop coordinated approaches to publicizing research.High quality and effective research administration assures the continued success of the mission critical area of research. In the complex and consistently changing research environment, having highly effective staff leadership focused specifically on this area will play a key role in securing new resources, including increasing diversity of funding sources, ensuring alignment of participants throughout the organizations, especially in the area of research integration with our clinical facilities, and creating new opportunities for collaboration across the School of Medicine and the University at-large.The three largest research centers within the Department, MMC, NAPE and PPiQSO have international reputations, and in the case of NAPE is a cross-University and nationwide collaboration. The PIs are well known internationally and bring renown to the University. They receive prestigious awards and their graduate students and fellows go on to distinguished careers, whether at UW or across the world. The Centers bring a diverse population of researchers together and produce highly collaborative teams that work with partners within the University, nationally and internationally. The research conducted in these labs makes fundamental advances and improves clinical care in pain medicine, anesthesiology, and critical care.Research Operations Management & Systems Development: 40%The individual in this position possesses broad knowledge of all the research activities to ensure smooth operations within labs and will develop and manage systems to measure research productivity.Research Lab Operations:Work to reduce administrative burden of primary research personnel so that labs can focus on research and increase their research productivityOversight and management of space and technical equipment needs/changes;Ensure smooth liaison with Departmental infrastructureTrack and implement systems to meet compliance requirements and respond to any compliance issues;Oversight, development, and management of compliance systems as necessary to satisfy regulatory requirements (e.g.; Animal protocols, Human Subjects, IT, records retention);Develop and maintain metrics and oversight tools to measure the success of the Department's research mission and alignment with strategic plan;Ensure meaningful and thoughtful metrics are communicated. Metrics will help to recognize and celebrate the successes of the research enterprise as well as provide direction toward attaining research goals;Research Financial Operations Management: 25%Working in collaboration with PIs, Center Directors, Grants managers and other management structure in the Department of APM, this individual will have oversight of research funds.Meeting with PIs to forecast and project operating expenses from sources of funds;With grant managers, compile and interpret financial information on a monthly basis to PIs and Center DirectorsBe the first line of assistance to PIs when planning and allocating funds.Collaborate with Grants and Contracts and purchasing teams with respect to faculty effort planning and purchase of equipment and supplies;Manage contracts that fall outside the scope of Department grants and contracts administrationOversee monthly fiscal reporting, including spend-to-date, deficit monitoring and fiscal resolutions;Plan and execute costing allocation changes to ensure costing for PIs and staff is appropriate and makes full and good use of funds;Collaborate with grants and contracts and PIs on reporting to external funders; assists in preparation of reports as neededApprove and/or collaborate with grants and contracts personnel, on purchasing for research and non-research related items, ensuring compliance with University and granting agencies' regulations;Management of HR needs within the research centers and labs; primary liaison between Research HR and Departmental HR: 20%The individual in this position has management responsibility for HR and staffing needs within the specified research labs/centers. This individual would work with PIs and Center Directors to determine their staffing needs and then work with the departmental HR team to appropriately hire staff. Typical duties include:With Center Directors and PIs, plan and implement staffing for all research specified research projects and endeavorsWork with Integrated HR team to initiate staff hiring or any staffing changes; must become familiar with all employee types, ensuring hiring is done in the appropriate employee category to satisfy needs of the research as well as remain compliantAssist with interviews for all labs;Review budgets and recommend compensation levels to PIs, collaborate with integrated team on gaining approvals for all hires. Ensure that compensation is fiscally feasible for projectsCollaborate with Integrated HR team on on-boarding, compliance training and ensuring that all necessary trainings (including lab safety) are completedEnsure PIs know and understand their responsibility as supervisors and works with Integrate HR team to manage all aspects of time/leave, job changes, compensation changes and supervisory issuesWill bring employee relations and performance review issues to Director of HR. They will work in concert with supervisors to effect change and/or escalate issuesResearch Strategic Planning Development and Implementation: 15%Independently plan and lead regular planning sessions for reaching research mission goals with all relevant stakeholders.Provide expertise and support effective scientific collaborations between and among researchers inside and outside of the DepartmentLead strategic communications within and outside of the Department around the Department's Research EffortsIn collaboration with PIs and relevant others, lead processes that identify and developing funding opportunitiesWork as expert consultant to develop grant proposals and submissions, ensuring efficient and effective completion of the processIndependently assess current resource needs of researchers and lead planning efforts to introduce and manage resources in anticipated research projects;Ensure customer satisfaction by independent and collaborative development of robust and user friendly processes and tools that support the pre-award processPrimary liaison with outside departments, research office and other School of Medicine entities as well as outside institutions for complex administrative issuesMinimum Requirements:BA in scientific field, business, healthcare, public administration, communications or other relevant fieldType and Years of Experience:Minimum 4 years' experience in related administrative experience; with 2 years' minimum administrative management of research projects; Familiarity with basic and clinical research concepts, practices and guidelines for complianceOther Required Qualifications:Understanding of the research submission process and tasksExcellent writing skills - able to write for diverse audiences and diverse communication vehiclesExcellent verbal communication skills; experience presenting to diverse audiencesExperience working with pre and post award grant administration within an academic settingMust understand research funding concepts; familiarity with grant and contracting financial rules and processesExcellent organizational and project management skillsFamiliarity with hiring practices and must have supervisory experience of at least 1 or more individuals for at least 1 yearStrategic thinker with ability to align actions with strategyGains confidence of scientific faculty by understanding their research work in order to simplify and/or reduce administrative hurdlesStrong attention to details of implementation and management, while keeping sight of strategic objectives and milestonesExpert user of Microsoft Office suite (particularly spreadsheets)Ability to discover, adopt and implement technical tools as needed for process improvement, metrics and evaluationDesired Qualifications:Master's degree in scientific field, public administration, research administration, communications or other relatedExperience working with large multi-disciplinary and multi-institutional research endeavorsExperience with UW systems and UW research processesFamiliarity with Process Improvement principles and techniquesApplication 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 "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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