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PROGRAM OPERATIONS SPECIALIST

University of Washington
Seattle, WA Full-time
Posted on August 28, 2019
Req #: 169254
Department: DEPARTMENT OF GLOBAL HEALTH
Job Location: Harborview Medical Center
Posting Date: 06/28/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, 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 five consecutive years. 

The Department of Global Health was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs and policies. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. At the Department of Global Health at the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and equity for all.

The UW/Fred Hutch Center for AIDS Research (CFAR) is one of several Centers for AIDS Research funded by the National Institutes of Health in the U.S.  The UW/Fred Hutch CFAR has consistently rated in the top 3 in the U.S. for HIV/AIDS research and employs some of the most eminent researchers and educators in the field.  The ultimate goal of the CFAR is to facilitate HIV/AIDS research to bring us closer to a cure for the disease.  We accomplish this by supporting HIV/AIDS research at our four consortium institutions (UW, Fred Hutch, Seattle Children’s, Infectious Disease Research Institute), and our local, regional, and international affiliates in locations such as Kenya, Peru, Mozambique, Uganda, and South Africa.  A very important part of our mission is to support HIV research career development of early career investigators.  Come join our team and make your own contribution toward ending the global HIV epidemic!

The Department of Global Health and the UW/Fred Hutch Center for AIDS Research (CFAR) has an outstanding opportunity for a full-time (100% FTE) Program Operations Specialist. This position will have a comprehensive range of responsibilities for CFAR, including program management, grant management, strategic planning, events and communications, and management of key data systems.  Additional core competencies for this position include strong communication and organizational skills, professionalism, and independent problem solving.

RESPONSIBILITIES:

Pre-Award Grant Management and Reporting (65% FTE)
• Project manage 7 annual CFAR award competitions, to include all aspects of the application and review process, including working directly with Developmental Core Director, prospective applicants, and reviewers to ensure a rigorous and successful process.
• Pre- award grant administration for CFAR parent grant, supplements, external funding, and the Principles of STD and HIV Research course, including compilation and analysis of reporting data, gathering materials from multiple sources, and successful final submission of grant applications through established channels.
• Project-manage annual progress report process for the CFAR, to include devising instructions for CFAR Directors and creating a utilization database of key performance indicators for the entire program, compiling and organizing summaries of report components, reviewing all budgets, providing consultation and technical assistance, assisting with writing and providing data for the Administrative Core report and appendices, and working with staff and awardees to collect individual progress reports to include in the overall report.  Submit the progress report following sponsor guidelines, and assist with answering any questions from the sponsor regarding the budgets or report.

Communications (15% FTE)
• Manage and implement the CFAR communications plan, including updating the CFAR website, composing and publishing the weekly CFAR eNews, managing social media presence, communicating with donors, and creating/maintaining printed materials. Provide communications support for related HIV/AIDS and STD research and training programs.

Strategic Planning and Program Operations (10% FTE)
• Manage membership and core user data systems for the entire CFAR program, using Access database, Excel, and UW Mailman mailing list application, to ensure that all data is collected to fulfill program objectives and reporting requirements; perform ongoing updates and design modifications to database; summarize data for grant applications and progress reports; and manage member recruitment.
• Provide technical assistance for strategic planning activities, including monthly CFAR Leadership Team meetings, quarterly CFAR Executive Committee meetings, annual Monitoring and Evaluation meetings, Community Advisory Board meetings, and biennial CFAR External Advisory Committee meetings where CFAR leadership discuss and review strategic planning and long-term goals. Attend monthly CFAR Leadership Team meetings to assist in planning efforts.  Arrange travel for external visitors and organize additional events such as dinners and meetings as needed.
• Develop and update internal policies and procedures, and exercise independent judgment and personal initiative to solve administrative problems consistent with the objectives and policies of the Centers, Department, University, State, and funding agencies.

Event Planning (10% FTE)
• Manage and staff events across the CFAR Developmental Core, including the annual STD/AIDS Research Symposium and poster session, Mock Study Sections, grant and manuscript writing workshops and other events and seminars as needed.

REQUIREMENTS:
• Bachelor's Degree in public administration, business administration, public health, or related field.
• Two to three years of program and fiscal administration experience or equivalent combination of education and experience.
• Demonstrated expertise with Microsoft Office suite, particularly Word, Excel, Outlook, and PowerPoint.
• Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment.
• Excellent organizational skills, attention to detail, and follow through.  Strong written and verbal communication skills.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED EXPERIENCE
• Experience with relevant UW administrative systems, particularly My Financial Desktop, SAGE, eTravel, eProcurement, GrantTracker, PurchasePath, and Workday.
• Experience in biomedical research administration.
• Experience coordinating the operation of a specialized or technical program.
• Experience editing webpages in Drupal content management system.
• High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations.
• Proactive problem solver and communicator, with a desire to improve systems.
• Comfortable in collaborative setting and working within and across cultures.
• Familiar with biomedical research terminology.
• Interest in HIV/STD research.

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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

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.