ADMINISTRATIVE SPECIALIST
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on January 30, 2019
ADMINISTRATIVE SPECIALIST Req #: 164106 Department: GENOME SCIENCES Job Location: Health Sciences Center, Seattle Campus Posting Date: 01/25/2019 Closing Info: Open Until Filled Salary: Salary is commensurate with education and experience Shift: First Shift Notes: 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. 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 four consecutive years.
The Brotman Baty Institute for Precision Medicine (BBI) bridges the University of Washington, the Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital. The BBI has an opportunity for an Administrative Specialist to join the BBI and Trapnell lab research teams in the Genome Sciences Department at the University of Washington, Seattle, WA. Main responsibilities include general laboratory support, complex document preparation, budget management, and human resources.
This position will support the Investigators and research staff with a wide range of advanced, diversified, and confidential administrative duties. Critical thinking, initiative and sound judgment based on experience are required to manage tasks, resolve problems, and make recommendations. These tasks may be complex and require considerable judgment, independent action and a high degree of initiative. Work is performed with a high level of autonomy and independence. This position supports the operations of a cutting-edge collaboration across multiple institutions and will support research excellence in Precision Medicine.
The Department of Genome Sciences (GS) is part of the University of Washington School of Medicine and is comprised of 27 labs addressing leading edge questions in biology and medicine by developing and applying genetic, genomic and computational approaches taking advantage of genomic information now available for a host of species. GS is making major contributions in the application of genome science to understand the fundamentals of biology and to improve human health and wellbeing. Genome Sciences is a collaborative department supported by very different academic disciplines. We work with a multitude of Program Investigators (PIs) in departments both on the UW campus as well as worldwide. The department has gone through significant expansion since its beginning in 2001 with annual grant awards of $44M in FY18. The department has 47 training, teaching, and research faculty.
General laboratory support: 30%
Act as the primary point of contact for the BBI and the Trapnell lab.
Answer routine and non-routine inquiries without further consultation, resolve matters and respond to problems or complaints. Refer more complex issues to appropriate personnel.
Order laboratory supplies and equipment.
Maintain multiple and complex office calendars.
Coordinate meetings and events.
Plan, schedule and coordinate business travel. Reconcile and reimburse travel expenses.
Assist in office space and facilities planning as needed.
Serve as a resource to other administrative and operations staff.
Anticipate needs of laboratory staff.
Document preparation: 30%
Perform complex document preparation assignments, including research, writing, proofreading, and editing.
Prepare figures and graphics for publications and presentations.
Assist Investigators with grant submissions, annual reporting and competing renewals as needed.
Track all related internal and external deadlines.
Coordinate with the Genome Sciences Grants Managers, BBI-affiliated institutions, and their respective Office of Sponsored Research or Office of Sponsored Programs concerning extramural funding opportunities and submissions.
Prepare correspondence and complex reports in a style that is appropriate to the needs of the recipient.
Budget Management: 20%
Review and reconcile budget reports from all sources.
Oversee allocation of funding as required.
Provide guidance to Investigator regarding funding support for laboratory members and plan for funding transitions.
Human Resources: 20%
Coordinate orientation and training of new lab members
Coordinate postdoc appointments and visa requests as required
Resolve payroll issues
Minimum Requirements:
Bachelor's degree in Business Administration, Accounting, Human Resources, Liberal Arts, Biology or related field
2+ years administrative, and/or management, and/or research experience in a research and/or higher education environment.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Preferred Qualifications:
Bachelor’s degree or equivalent combination of education and experience including courses in human resources, accounting, business and office management AND five to seven years of increasingly responsible administrative experience in a research environment. Knowledge of scientific terminology and familiarity with research laboratory operations are a plus.
A background in accounting is a preferred.
Advanced computer skills; proficient in Microsoft office suite. Experience with UW software systems preferred.
Ability to perform and prioritize a variety of tasks, to learn tasks independently, to apply experience to develop new techniques, and to retain information associated with tasks.
Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job. Remains technically and administratively current in job.
Ability to meet deadlines.
Ability to communicate information effectively and diplomatically
Exceptional customer service skills, a cooperative attitude and a positive demeanor.
Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams as necessary.
Excellent organizational, time management and decision-making skills.
Able to maintain confidentiality appropriately.
Strong analytical skills, good judgment, and the ability to use critical thinking.
Ability to manage a variety of responsibilities at once. Ability to remain flexible and handle a variety of changing priorities.
Ability to make independent decisions based on knowledge of individual teams and team members; ability to change methods of communication and interaction based on knowledge of individual teams and team members.
Additional Information:
Please include a cover letter and two references with your resume.
This position may require work outside of standard business hours to staff events or meet deadlines.
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.
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 four consecutive years.
The Brotman Baty Institute for Precision Medicine (BBI) bridges the University of Washington, the Fred Hutchinson Cancer Research Center and Seattle Children’s Hospital. The BBI has an opportunity for an Administrative Specialist to join the BBI and Trapnell lab research teams in the Genome Sciences Department at the University of Washington, Seattle, WA. Main responsibilities include general laboratory support, complex document preparation, budget management, and human resources.
This position will support the Investigators and research staff with a wide range of advanced, diversified, and confidential administrative duties. Critical thinking, initiative and sound judgment based on experience are required to manage tasks, resolve problems, and make recommendations. These tasks may be complex and require considerable judgment, independent action and a high degree of initiative. Work is performed with a high level of autonomy and independence. This position supports the operations of a cutting-edge collaboration across multiple institutions and will support research excellence in Precision Medicine.
The Department of Genome Sciences (GS) is part of the University of Washington School of Medicine and is comprised of 27 labs addressing leading edge questions in biology and medicine by developing and applying genetic, genomic and computational approaches taking advantage of genomic information now available for a host of species. GS is making major contributions in the application of genome science to understand the fundamentals of biology and to improve human health and wellbeing. Genome Sciences is a collaborative department supported by very different academic disciplines. We work with a multitude of Program Investigators (PIs) in departments both on the UW campus as well as worldwide. The department has gone through significant expansion since its beginning in 2001 with annual grant awards of $44M in FY18. The department has 47 training, teaching, and research faculty.
General laboratory support: 30%
Document preparation: 30%
Budget Management: 20%
Human Resources: 20%
Minimum Requirements:
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Preferred Qualifications:
Additional Information:
Please include a cover letter and two references with your resume.
This position may require work outside of standard business hours to staff events or meet deadlines.
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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.
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