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The Department of Medicine's Division of Metabolism, Endocrinology & Nutrition has an outstanding opportunity open for a Temporary Program Operations Specialist.
This position will work with the Program Manager to oversee labor analysis and the overall financial operation of the Diabetes Research Center (DRC) as well as basic research grants ensuring compliance with complex Federal, State and University requirements. The Diabetes Research Center (DRC) is one of 16 DRCs sponsored by the National Institutes of Health (NIH) to promote basic, translational, and clinical research on diabetes and related metabolic disorders. To accomplish this goal, the Center is organized around six biomedical research cores and an Administrative Core that also administers the Enrichment Program and the Pilot and Feasibility Program (P&F). This position will be responsible for overseeing the management of the Enrichment Program and the Pilot and Feasibility Program, including the overall financial operation ensuring compliance with complex Federal, State and University requirements. This position reports to the Division Administrator and works closely with the program manager, faculty and staff in the DRC, UW Medicine Diabetes Institute, division, the Department of Medicine, School of Medicine and affiliate institutions in an effort to build and maintain effective working relationships and research processes that are vital to our mission. This position will also be responsible for providing programmatic support for the UW Medicine’s Diabetes Institute (UWMDI), located at South Lake Union that brings together a large number of investigators, studying various aspects of the basic science of diabetes and obesity.
The role of the Program Operations Specialist (POS) is to work with the Program Managers for the DRC and the UWMDI ensure Programmatic success. As such, s/he exercises substantial responsibility and utilizes specialized knowledge of the research, education and program objectives ensuring strategic goals and extramurally funded award aims are met. Must work independently, take initiative, prioritize matters, and accomplish a broad spectrum and volume of work.
Position Dimensions and Impact to the University:
Ensures operations meet program objectives of promoting and developing research in the field of diabetes and its complications.
POSITION RESPONSIBILITIES 65% Research Administration
This position acts as programmatic support for the NIH-funded P30 Diabetes Research Center (DRC). This position works with the DRC Program Manager and the Program PI on overall programmatic direction, evaluation of scientific progress, facilitation of interactions among investigators, and administrative and fiscal support to the Program as a whole and individual Project Leaders and Core Leaders.
Contributes to the overall program direction for the research and educational objectives by working with Investigators to direct operations ensuring strategic goals and extramurally funded awarded aims are met. Responsible for determining and advising Investigators on the viability of proposed resource allocation to ensure lack of conflict between funding sources and viability of adequate effort and resource commitments.
Works with the Program Manager to prepare grant proposals and contracts. Responsible for preparing monthly budget reports and working with Investigators and Division staff to ensure compliance with proposal activities.
Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner.
Post award budget management/compliance activities will include but are not limited to:
Ensure budgets are monitored and investigators are provided with customized, detailed monthly financial reports.
Work with the DRC manager to provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecasting future needs/expenditures and communicating status and progress directly with Principal Investigators. Review payroll certifications and BARs/BSRs for compliance and accuracy; distribute and maintain materials according to records retention schedules.
Troubleshoot and prepare expense transfers, as necessary.
Obtain advance budget numbers and process no-cost extensions.
Purchasing processing and coordination including the use of ProCards and Departmental CTA.
20% Programmatic Support for DRC and UWMDI Project Management and Coordination
Responsible for the day-to-day programmatic management of a NIH-funded Center Grant (DRC).
Serves as liaison between Center Director, Co-Director, and DRC project/core leaders.
Responsible for coordinating speakers and other visitors for the Diabetes Institute, DRC and the Diabetes and Metabolism Seminar Series which features lectures from nationally recognized experts from across the country and is sponsored jointly by the UWMDI, DRC, and the Pacific Northwest Diabetes Research Institute (PNDRI).
5% Compliance and Risk Management
Promote compliance and risk management in accordance with policies of the University of Washington and sponsoring entities, most importantly, the NIH.
Interpret, monitor, analyze and implement federal, state, institutional and industry laws and policies as they apply to administrative and research operations. Integrate knowledge of compliance policies into operations, communicate necessary procedural or policy changes, and under the direction of the Institute and Division Leadership, guide full implementation of applicable policies. Continually monitor and assess the Division's compliance around research and fiscal processes, troubleshooting and eliminating weakness areas and improving systems to strengthen the stability of the research enterprise.
5% Personnel Administration
Work with Program managers and Principal Investigators to oversee management of personnel, such as redistribution of grant effort. Oversee funding support for personnel and recommend appropriate funding strategies.
Work with managers to ensure the management of physical operations. In conjunction with the Directors and division staff, assist with assignment of space, coordinate with IT services personnel and ensure appropriate backup and maintenance policies and support. Assist in providing site-based management of equipment inventory. Attend appropriate building committee meetings, disseminate information and recommend improvements to space and facilities. Other duties and assignments as assigned and needed.
Minimum Requirements: Bachelor's degree in business administration or related field and one year or less related work experience. Equivalent work experience can substitute for degree requirement.
Excellent organization skills with strong attention to detail, strong problem solving skills, resourcefulness and flexibility to adjust to dynamic work situations Demonstrated ability to prioritize competing demands to successfully meet multiple deadlines and project milestones, strong follow through Advanced skills and work experience, particularly with Excel but also with Microsoft Word powerpoint Excellent written, verbal and interpersonal communication skills Customer service orientation; initiative and responsiveness Self-Starter with the ability to work independently, exercise good judgement and make decisions when necessary Strong collaborative and leadership skills; team orientation, consultative by nature Aptitude for learning new skills to support changing needs Willingness and ability to learn new systems and to implement new processes in response to changes
Experience in the preparation of grant proposals and eGC1s Management of federal grants and contracts Experience with UW Purchasing, Payroll, WorkDay and Travel systems Demonstrated ability to work well under pressure Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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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