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 six consecutive years.
The Institute of Translational Health Sciences (ITHS) is a $70M health research institute based at the University of Washington, with integrated partnerships with Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital, 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 provides education and career development programs.
ITHS has an outstanding opportunity for an Administrative Grants & Program Specialist.
This position provides the full spectrum of executive and project management support to the Institute and specifically manages projects within the Office of Communications and Special Projects as well as assists the grants management teams at ITHS. The position requires substantial organizational, problem-solving, and project management skills as well as individual initiative and excellent communication skills. This incumbent independently sets work priorities which provide 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 diverse audiences using a variety of communication forums 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.
Operations and Project Management:
Develops correspondence and initiates critical communications to assure ITHS initiatives and goals are met.
Manages project management efforts on behalf of ITHS leadership, including coordinating office meetings and events; develop meeting agendas and manage the dissemination of materials in conjunction with the Office of Communications and Special Projects.
Represents ITHS at standing and ad hoc executive meetings to ensure critical changes and information are communicated to key stakeholders. Develops communication strategies dependent on projects and assignments arising from discussions.
Composes acknowledgements, notifications and/or confidential and sensitive materials.
Fields public queries to the ITHS from the main phone line and email.
Researches and prepares data and information, prepares complex documents and charts for annual progress reports, the competing renewal grant application and for associated organizations and advisory groups.
Creates and manages complex timelines and complete accurate, time sensitive documents.
Grant Reporting Support:
Researches, collects and formats documentation required for annual reporting and compliance function of ITHS, including human subjects & prior approval requests, faculty & staff biosketches, key personnel info, research performance progress report (RPPR), eGC1s, letters of support, IRB & IACUC approvals, and documents related to pilot program, TL1 program and KL2 program eligibility.
Develops communication with the UW Office of Sponsored Programs, NCATS Grants Management, and individual investigators across the WWAMI region. Works alongside ITHS staff and faculty with multiple dotted line relationships to achieve this goal.
Oversees and supports logistics for event coordination in a complex environment involving numerous contributors in conjunction with the Office of Communications and Special Projects, including External Advisory Board meetings.
Coordinates all elements of complex, key ITHS events and activities as assigned to ensure milestones are met.
Devises unit standards/procedures to ensure adherence to institutional or funding agency policies.
Establishes and maintains numerous collaborative relationships with faculty and staff in the execution of ITHS projects.
Independently develops presentation materials, including researching and summarizing materials by using presentation software to create effective documents and presentations.
Prepares presentations and reports requiring project management tools, complex graphics programs tools for visual aids of tables and figures, applying formatting that is driven by specific guidelines, and compiling and organizing materials in a timely fashion
Leads and anticipates in evaluation efforts and continuous performance improvement throughout ITHS; participates 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. Recommends procedures for continual improvement.
Provides assistance with meetings, events, and other general tasks.
Develops documentation of key meetings including written transcription and recording meeting minutes.
MINIMUM REQUIREMENTS Bachelor’s Degree in Business Administration, Operations, Health Sciences, or related field. Two plus years of relevant 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.
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.
Willingness to learn new software and processes as required (HSS, Smartsheet, Tableau, etc.).
CONDITIONS OF EMPLOYMENT 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.
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.