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The purpose of this Program Operations Specialist position is to provide operational support to the HR and staffing activities in the Surgical Outcomes Resource Center (SORCE), which is within the Department of Surgery. SORCE is a large, multi-disciplinary research center established by the Department of Surgery in support of research to improve the quality of surgical care at the local, regional and national level. SORCE also collaborates with a variety of academic and community partners and institutions providing expertise in design/deployment of health services and patient-oriented outcomes projects for research and clinical quality improvement.
There are over 40 staff FTE in SORCE. These include Research Scientists, Research Coordinators, Communications and Technical writing specialists, budget, grant and fiscal support managers and staff. The evolution of SORCE and its continuing success in attracting new large scale grants as well as partners within UW as well as at other academic institutions and other organizations, requires complex staff hiring and operational management of HR. This has made a separate, independently responsible HR/staff specialist for this group necessary. This individual will report to the Executive Director of SORCE with highly matrixed relationships with the two Associate Programmatic Directors as well as the SORCE Administrator (SORCE leadership team). In addition, the Specialist will have a highly collaborative relationship with the Department of Surgery Assistant Director for Human Resources.
Major responsibilities for this position are:
Operational management of SORCE staff employment and staffing: including creating job descriptions for new hires, refilling positions, change of jobs, compensation changes and operational oversight, payroll and staff leave = 30%;
Program Management of T-32 Fellowship and U-Prep Internship Programs = 30%
Oversight and management of SORCE’s deployment, on-boarding programs and performance review processes = 15%
Operational management of SORCE’s Employee Engagement Program = 15%
Operational responsibility for SORCE’s policies, training and compliance activities = 10%
SORCE is committed to encouraging diversity and inclusion and to being a workplace where such values are at the forefront of our daily interactions and our work as a research center. We value and seek diverse team members who are passionate, innovative, and collaborative. All candidates are encouraged to address as part of their cover letter how their experiences and perspective could potentially contribute to diversity and inclusion at SORCE.
The complexities of this position lie in several areas. There is a tremendous volume of work to deal with. The volume of staff fluctuates due to funding projects. As grants are obtained or end, staffing must be appropriate to the level of need. The Operations Specialist must have a thorough understanding of SORCE’s mission, understanding of the goals and strategies and solid working knowledge of type and kind of staffing needed at any one time, capitalizing on the strengths of each staff member. Included in this role is oversight and management of the employee engagement program.
The POS must also have a thorough understanding of the T-32 Fellowships (both programmatic and in collaboration with grants and contracts, the financial aspects. The individual must understand the nuances of Internships operationally manage all aspects of the U-Prep Internship programs. This will necessitate working with Finance, the undergraduate and graduate schools and other bodies to successfully manage these dynamic and complex training programs.
SORCE prides itself on having a dynamic work environment. From a foundation of well-established structure and process, SORCE responds rapidly to opportunities or challenges with innovative and entrepreneurial approaches, while working within the context of a highly regulated and large academic institution. The work assignments for this position mean that the incumbent will regularly experience a high degree of change and ambiguity. A successful candidate must embrace this environment and be able to function at a high level in this context.
This position will hold overall management of policy and guideline compliance within SORCE. The incumbent must have strong knowledge of compliance issues and the ability to effectively and in a timely manner interpret policy and ensure implementation. Some policies are HR related, some are related to the ethical conduct of research and some are finance compliance policies. While there will be other content experts, this individual is responsible for the overall management, interpretation, implementation and monitoring of compliance throughout SORCE. The Department of Surgery and SORCE are committed to a culture of excellence, and this individual must embrace a culture of continuous improvement. SORCE has a diverse culture and the successful candidate will possess emotional intelligence to ensure SORCE’s culture fosters excellence, inclusivity, diversity and work-life balance.
The Department's Surgical Outcomes Research Center (SORCE) was established in 2005 with a mission to assess the impact of surgical procedures on patients, society, and the healthcare system and improve the practice of surgery through education, training, and policy initiatives. To date, SORCE has received over $53 million in grant support and currently operates an annual budget of over $6 million. SORCE has grown into a multidisciplinary collaboration of researchers from across health science disciplines, including over 25 UW faculty from 15 departments and 4 schools, and clinicians at 35 clinical practice sites across the Washington State. In addition, SORCE provides a collaborative resource base for junior faculty from all Surgical Divisions as well as cross-departmentally. More information about SORCE is available at http://uwsurgery.org/sorce
Operational management of SORCE staff employment and staffing = 30% The individual in this position would have management responsibility for HR and staffing within SORCE. The HR specialist leads hiring activities within SORCE. This individual is the liaison with SORCE’s senior leadership on HR matters and with the Department of Surgery HR Assistant Director and HR Manager, ensuring that Department processes and protocols are fully followed. The following are typical duties of this position:
Working with the SORCE leadership team and appropriate supervisors, collaboratively develops staffing plans and implements these plans for all SORCE research projects and endeavors.
In collaboration with the SORCE leadership team, develops plans and implements short-and long-term staff assignments as necessary to bridge workforce during project transitions.
Working in collaboration with the SORCE leadership team, manages leave requests and supports cross-coverage plans. Implements plans agreed upon (e.g., FTE changes or other HR changes that may be necessary).
Ensures that time and leave are accurately reported. Works with Department HR on leave questions/problems.
Initiates hiring activities via Department’s intake/hiring system – serves as hiring manager for SORCE positions.
In collaboration with others, has primary responsibility for writing initial job descriptions and updates as necessary.
Oversees and facilitates interview process, interviewing candidates as determined.
In concert with Department HR, recommends salary levels and obtains approval for salary levels through Department approval process.
Works with SORCE leadership team on promotions, reclassifications and compensation changes. Ensures that the SORCE leadership team has appropriate information and implements agreed upon changes.
Ensures appropriate communication with all involved throughout the recruitment and hiring process.
Collaborates with SORCE Administrator and fiscal specialist on costing allocations, providing timely, needed information for them to provide costing allocations to Department HR for entry into Workday.
Ensures payroll activities are done on time and complete.
Program Management of T-32 Fellowship and U-Prep Internship Programs = 30% T-32 Fellowship Operational Manager
Oversight and management of all recruitment activities for T-32s. Ensure new Fellows are aware of responsibilities and benefits of T-32. Provide programmatic information to candidates and Fellows. On-board and interpret all compliance issues, including union guidelines and benefits as necessary.
Provide support to trainees to successfully navigate internal and external procedures for educational activities, travel, and presentations.
Drive grant reporting and renewal activities in collaboration with PI.
Track required activities to completion in compliance with program requirements.
Develop and manage program meetings, presentations, and other required program activities.
Responsible for successful completion of Fellowship activities and documentation and reports back to sponsor as well as internal customers.
Manage website updates for T-32.
Serve as U-Prep Internship Program Manager
In collaboration with researchers, design and execute program syllabi and activities.
Work with staff and teams across SORCE to develop and staff intern positions.
Oversee and manage undergraduate intern activities as assigned.
Provide support and coaching to U-Prep leads to ensure a successful internship experience.
Establish and build on undergraduate programs to promote successful U-Prep Internships.
Effectively provide follow-though for interns, ensuring appropriate linkage with interns’ programs in order for them to receive credit.
Manage website updates for U-Prep program.
Oversight and management of SORCE’s deployment, on-boarding program and performance review processes = 15% Oversees and implements all on-boarding activities, including all compliance training.
Working with new employees and Department Staff Operations Manager to ensure that all hiring, on-boarding & off-boarding requirements are met in a timely and efficient manner. This includes, but not limited to I-9 coordination, providing costing allocation budgets and systems’ accesses.
Working with the SORCE leadership team and supervisors, continuously improve and upgrade the on-boarding process; provide on-going support to ensure orientation goals are met.
Work with the SORCE leadership team and Department HR on an appropriate off-boarding program; revise or implement changes as needed.
Manage the annual Performance Review Process for SORCE.
Ensure that supervisors understand their roles, provide tools and training and ensure performance reviews are accomplished within time frames.
Participate with the SORCE leadership team and supervisors on any changes, modifications, and/or improvements to the Performance Review process; implement agreed upon changes.
Operational management of SORCE’s Employee Engagement Program = 15%
In collaboration with the SORCE leadership team, plan and implement employee activities, such as team-building activities, recognition events, staff meetings, and other engagement activities.
Participate in Department Employee Recognition Team.
Work with the SORCE leadership team on trainings that may be implemented within SORCE, (e.g., project management and soft-skills training).
Participate and collaborate with the SORCE leadership team on any environmental surveys or other employee engagement activities.
Provide leadership in engaging with Department employee events and teambuilding.
Serve as a core member of the SORCE Equity and Inclusion Team.
Participate in Department of Surgery and/or SORCE equity, diversity, and inclusion activities; lead committees of close relevance to job responsibilities (Hiring, Retention, etc); adopt and implement revised processes into work practices; and champion equity, diversity, and inclusion across the organization.
Lead the SORCE Spirit Team.
Collaborate with SORCE leadership to plan SORCE-wide events including an annual Staff Retreat.
Generates, organizes, and produces internal SORCE staff newsletter.
Complete special projects as assigned.
Operational responsibility for SORCE’s policies, training and compliance activities = 10%
Work with the SORCE leadership team to establish (as needed) and implement SOPs and guidelines surrounding office functions specific to SORCE.
Ensure SORCE policies and practices align with Department and University policies and practices; review with Department HR, Finance, IT or other department central services to ensure alignment before implementation.
Become the point person for arranging trainings for SORCE; assist SORCE staff with guidelines and tools for training course.
Review and submit Outside Work requests (with approval by supervisor) or other similar requests;
Review and approve Telework requests (after approval by supervisor); ensure equitable actions across SORCE.
Be aware of new policies/rules by working closely with departmental resources in HR, Finance, Grants/Contract or IT; ensure training and implementation and monitor compliance for SORCE.
REQUIRED QUALIFICATIONS Education: BA in business, healthcare, public health, communications or similar Type and Years of Experience: 3-4 years’ increasingly responsible experience in management of programs within a large, highly regulated business unit or research center. Must include experience in HR management, minimum of 1 year.
OTHER REQUIRED QUALIFICATIONS
Customer Service a priority
Knows how to work collaboratively with leadership;
Implements programs effectively while ensuring an open and welcoming attitude
Can reliably prioritize and work independently;
Seeks guidance as necessary;
Relevant education may substitute for some experience requirement. Reviewed on a case by case basis.
Candidates of non-traditional educational or experiential backgrounds are encouraged to apply – please address applicability of education/experience in cover letter.
Previous experience working in an academic, research, or healthcare-related setting.
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 “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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