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.
The Department of Medicine, Division of General Internal Medicine, has an outstanding opportunity for a Project Operations Specialist. This position will oversee a large initiative to harmonize cognitive data from many studies of older adults from around the world.
The Project Operations Specialist will help coordinate study team activities and documentation. The Project Operations Specialist will have major responsibilities for overseeing IRB issues, data use agreements, and other compliance issues. The Project Operations Specialist will assist the PI with scheduling and will oversee the coordination of multiple weekly research team meetings
This position will be funded by several grants from the National Institute on Aging (NIA), one of the Institutes of the National Institutes of Health. The team provides high quality research that will potentially have a broad impact on developing therapeutics and enhancing scientific understanding of Alzheimer’s disease and related dementias.
DUTIES & RESPONSIBILITIES This position will provide project management and support for these initiatives and responsibilities include, but are not limited to the following:
Manage and track project timelines and deliverables. Detail where each data set is in our pipeline, keep track of timing of deliverables and ensure the team makes timely progress and delivers on time. Report and escalate to PI as needed.
Track team manuscript development from initial conceptualization through their ultimate recording on a team bibliography (and maintain team bibliography).
Collaborate and organize responsibility for aspects of manuscript development and assist as feasible in manuscript production. This can include the actual submission of the completed paper, coordinating editing and conflicts of interest statements across multiple authors, formatting tables and figures as specified by the journal, etc.
Organize the preparation and submission of progress reports to the NIH.
Arrange and contribute to manuscript and abstract preparation and submission.
Manage relationships and maintain dynamic communication with outside partners, institutions, co-investigators.
Provide project updates to collaborators through regular meetings. Facilitate and schedule meetings/conferences by email, phone, zoom, etc., and in person.
Guide multiple weekly team meetings. Identify and post agenda items in preparation for meetings, take notes, identify follow-up assignments and create tracking system to monitor assignments.
Track upcoming IRB and DUA deadlines and proactively prepare relevant materials for submission and approval.
Manage, prepare and maintain Institutional Review Board (IRB) approvals and correspondence, including amendments and renewals as necessary.
Write IRB applications, modifications, and renewals for team activities.
Oversee data use agreements (DUA) between our study team and numerous partner studies.
Develop and implement a tracking system to monitor all aspects of IRB submission, approval, follow-up questions, etc. for deadlines, action items and ensures completion. This requires attention to detail, organization, and consistently polite and professional communication.
Manage and maintain team workflow documentation, established descriptions of team study activities, data set handling and update as needed
Support Dr. Crane’s various research activities by assisting with scheduling and correspondence
Work with proper contacts to arrange travel and conference attendance
Assist in onboarding new staff, tracking and documentation of team IRB and human subjects training as needed.
Perform office-related duties related to office/facilities and IT management.
Other duties as needed.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Bachelor's Degree in Health Sciences and/or related field and 2 years' experience in health sciences research.
Experience with Microsoft Office software; Excel, Word, Access, PowerPoint.
Strong Organizational and time management skills.
Ability to effectively interact with staff, investigators, collaborators.
Excellent, clear, written and oral communication skills.
Detail Oriented, proactive, and flexible.
Human Subjects research training.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Prior experience with human subjects / IRB / DUA.
CONDITIONS OF EMPLOYMENT
The Program Operations Specialist position will be based at Harborview Medical Center’s (HMC) Pat Steele building, with anticipated hybrid HMC/telework position moving forward.
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 Workforce 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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