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The Genetic Analysis Center in the Department of Biostatistics is seeking an Events Manager and Program Operations Specialist to join our team. If you have experience in event planning and program operations - especially for academic or scientific groups - we would love to hear from you!
Please submit a brief cover letter (250 words maximum) with your resume and application, letting us know how your experience fits with this role and why you are interested in this position and in joining our team.
The Genetic Analysis Center (GAC) in the Dept. of Biostatistics at the University of Washington has an immediate opening for an Events Manager and Program Operations Specialist to work on two, National Institutes of Health (NIH) funded-genomics research consortia programs: GREGoR (Genomics Research to Elucidate the Genetics of Rare Diseases), aimed at understanding the genetic causes of rare conditions, and PRIMED (Polygenic Risk Methods in Diverse Populations), aimed at developing methods to measure genetic risk in diverse populations. The consortia each comprises multiple sites and centers across the US and internationally involving hundreds of collaborators. The GAC team serves as the Data Coordinating Center (DCC) for GREGoR and the Coordinating Center (CC) for PRIMED, and provides essential scientific and administrative services including managing data curation and sharing, facilitating program outreach, and coordinating overall logistics for the programs. The person in this position will play a critical role in planning and carrying out the implementation, logistics and communication for the DCC/CC’s work with our partners at NIH, and in serving the entire consortia - and thus plays a key role in ensuring program success for the DCC/CC.
This is a full time, exempt salaried position, with a percentage of time split between the two projects (GREGoR and PRIMED). This position reports to the GAC’s Associate Director of Program Operations, with dual reporting to the Project Managers of both the GREGoR DCC and the PRIMED CC. This position has primary responsibility for the design and planning of In-Person Meetings (IPMs) for the two consortia, and for the GREGoR project also provides project management for the Opportunity Fund program. This role is a member of the program operations team for both projects, and as such is a key team member to ensure the successful and smooth operation of the DCC/CC. Critical features of this role include the need to take responsibility as the DCC/CC expert to advise leadership regarding meeting design, development and execution; to respond to and identify solutions to non-routine matters and issues as they arise; to adapt and show flexibility in a fast-moving environment; and to exercise independent thinking and problem solving skills and good judgment to ensure program success with regard to both IPMs and program operations.
The GAC team is currently migrating toward a hybrid working environment, with the schedule for on-site and virtual working time under consideration. This role will travel domestically multiple times per year to oversee and direct IPM logistics for the consortia.
Primary job responsibilities include: In-person meetings for both consortia provide an essential time to gather together members (for GREGoR from around the US, for PRIMED from the US and international sites) and NIH staff and other invited guests, for relationships to be established, for collaboration opportunities to grow, and to provide opportunities for discussion, updates and planning critical to meeting the scientific goals of the consortia. Seamless onsite and remote attendance options are integral to center the scientific and collaborative discussions at these meetings. Meetings also provide an opportunity for External Scientific Panel members to hear and evaluate consortia progress and goals and to meet separately with NIH program officers in conjunction with the main meeting.
In-Person Meeting (IPM) Planning and Oversight responsibilities include:
Overall responsibility for envisioning, planning and managing IPM logistics and partner/vendor relationships, including the need to exercise independent judgment and decision making as the DCC/CC internal expert to design, develop and deliver successful events for national/international consortia gatherings.
Oversee the planning and operation of IPMs including but not limited to: vendor contract development and review including budgetary considerations and budget management, outreach and communications, registration and other pre- and post-meeting processes, and management of event materials, documents and records.
Identify, establish and maintain vendor relationships and oversight; vendors can include (but are not limited to) venue, lodging, catering, A/V and other technology, poster session set up, security, etc.
Serve as the primary DCC/CC on-site person during IPMs, including responsibility to oversee and manage vendors during the IPM.
Plays a key role for the DCC/CC to address emerging and unexpected issues with creative problem solving and professionalism, and ensure smooth delivery and an excellent experience for all attendees that meets or exceeds the goals for each meeting.
Stay abreast of evolving COVID protocols as they relate to federal, state and local jurisdiction recommendations and requirements; implement appropriate measures for IPMs as needed - including managing contractual language with venues and vendors to address changing and unforeseen circumstances.
Evaluate and keep up with current and emerging standards for robust hybrid meeting technology and platforms to incorporate into IPMs.
Oversee and ensure both a process and documentation that provides for efficient, streamlined and well documented planning to deliver successful IPMs, taking into consideration the lean staffing model of both GAC programs (DCC/CC). This includes planning to ensure healthy redundancy/risk management to ensure the delivery of successful IPMs.
Design and administer post-meeting follow-up and reporting to evaluate the success of the event, provide reporting/metrics, and document opportunities for improvement.
Opportunity Fund (OF) Administration and Project Management
Provide logistics for OF sub-committee meetings, communications and planning in support of the OF Chairperson.
Oversee the receipt and processing of OF applications each year of the OF program; assess and monitor that applicants and awardees are eligible to receive OF awards, and that they remain in good standing during their award period according to the requirements of the OF program.
Provide project management expertise to the OF Chair on aspects of the OF program, including taking on projects as needed.
Program Operations Team Member
Knowledgeable in all the processes and duties of the DCC/CC program operations teams, to provide healthy redundancy and program operations services when needed to ensure program success including: project management, consortia communications, responding to consortia member requests (including working groups and committees) across a wide range of issues, virtual meeting set-up and hosting, website content updates, and a thorough understanding of all consortia policies and procedures.
The work of the program operations team requires the ability to respond to both routine and non-routine matters, the knowledge and judgment to identify solutions including to unusual requests or situations, and to work both independently and as part of the DCC/CC teams.
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 Communications, Science, or other scientific or communications/business field, or equivalent experience
4+ years’ experience organizing IPMs, involvement in the contract process and budget management (preferably in a lead role), and working with event vendors (e.g. catering, audiovisual)
Demonstrated ability to work independently, exercise independent judgment to make decisions and recommendations to leadership in emerging situations; ability to respond to non-routine issues and to work with a certain amount of abstraction, and to propose solutions and bring form to open-ended situations in a fast moving environment
Extremely organized, able to manage multiple priorities simultaneously and to re-adjust priorities as needed
Detail oriented while keeping an eye on big-picture goals and deliverables
Proven track record of meeting deadlines and delivering exceptional results; adaptable to a fast-paced research environment and able to respond to and reprioritize tasks and deadlines
Self starter, shows initiative and acts proactively; ability to work independently as well as part of a team
Excellent customer service and personal interaction skills and professionalism - in person, virtually and by email
Excellent communication skills (written and verbal); fluency in English
Demonstrated ability to learn about a new work environment and quickly become familiar with the basic underlying science and concepts of the work is essential
Technical knowledge and experience:
2-3 years’ experience and demonstrated expertise using Google Workspace and Microsoft Office products, including all document types (Word, Excel and PowerPoint and the Google equivalents) as well as email and calendaring (Outlook and Gmail)
Demonstrated expertise using Zoom (or similar technology) to host virtual meetings, including break-out rooms, recordings and other advanced Zoom options
Demonstrated ability to learn and master new software tools/technologies quickly
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working in a scientific (ideally genetics research or other collaborative biomedical research) environment
Experience working at a large university and/or with governmental grants and projects
Experience using an email ticketing system (especially Help Scout), Slack and Trello or other project management software
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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