Administrator - Department of Bioethics and Humanities

University of Washington•Seattle, WA

4d•Hybrid

About The Position

The Department of Bioethics & Humanities is an independent unit within the UW School of Medicine, focusing on interdisciplinary work in biomedical research, clinical care, and operations. The department provides ethics support across the translational pipeline, from discovery to policy. It offers educational programs including a Master of Arts in Bioethics and an Undergraduate Minor, as well as continuing education for healthcare professionals. The department also provides ethics expertise through the Clinical Ethics Consultation Service, faculty and trainee education, and contributions to ethics committees and policy development. The Administrator plays a key role in partnering with the Chair to lead supervision, counsel, service, and strategic planning across all departmental operations. This position serves as the business manager and senior administrative support representative, with comprehensive responsibilities in financial planning, budget development, staff supervision, personnel, payroll, purchasing, special project support, and other administrative functions for the School of Medicine. The Administrator acts in an advisory capacity to the Chair and committees, providing financial guidance and management advice. This role is the primary interface with the Dean's Office and other university departments on administrative matters. The position is 75% FTE (30 hours per week) and is eligible for a hybrid work schedule, requiring availability Monday through Friday during standard business hours.

Requirements

Minimum of 5 years of experience specific to the position
Bachelor’s degree in Health Care Administration, Business or a related field
Management-level administrative experience, preferably in a research institution environment or academic medical center
Demonstrated competence in financial operations, business planning, financial analysis, and strategic planning
Demonstrated experience working with large, highly structured personnel systems
Proven leadership, communication, team building and problem-solving skills
Demonstrated ability to address complex and sensitive administrative issues with diplomacy and effectiveness
Functional understanding of research grant administration

Nice To Haves

Master’s degree in health care administration, Business or a related field
At least five years of relevant experience
Experience in a medical school, research institute or university setting

Responsibilities

Manages department operations to ensure day-to-day and cyclic requirements are met.
Plans, resources, and monitors programmatic activities.
Prepares reports, terminates, or continues programs.
Plans or coordinates marketing documents or activities.
Coordinates a variety of general administrative activities necessary to the department’s day-to-day operations.
Manages core administrative staff and contracted shared services (research administration, faculty and staff HR, IT) to ensure essential operational needs are met.
Provides strategic direction regarding marketing department programs and offerings, branding, and public engagement both internal and external to UW Medicine.
Oversees and champions diversity, equity, and inclusion efforts within the department.
Understands and integrates the cyclic operational responsibilities of the UW and SoM into department planning, policies, and procedures.
Understands and implements change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies.
Manages facilities to ensure effective, efficient, and safe operations and preservation of resources.
Negotiates or builds new relationships, partnerships, or coalitions to advance the department’s vision or mission.
Manages and monitors an annual departmental budget of approximately $2 million.
Manages the financial resources of the department to include budgets and funds from federal, state, private, University, and foundation sources to ensure ethical and fiduciary practices.
Supports program managers and faculty directors in the strategic and financial management of various services and programs.
Interprets policies and regulations concerning the department’s financial activities; ensures compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors.
Develops and implements internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions.
Maintains a working knowledge of the department’s financial operations, funding sources, policies, and procedures.
Supports the Assistant to the Chair to ensure all academic HR and staff HR needs are being met in accordance with UW and School of Medicine policy and procedures.
Interprets and integrates federal, state, UW, SoM, and other local laws and agreements into department policies and procedures.
Responds to and assists in needs/requirements for faculty and staff training and coaching.
Manages the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues.
Partners with the SOM Post-Award Shared Service team on administrative procedures for grant and contract administration.
Assists faculty in the identification of research sponsorship, pre-submission activities, IRB and other federal research requirements, supports documents and verifications, and submission of grant and contract proposals.
Reviews and approves all department grant and contract applications.
Supports the development of a cohesive departmental research strategy by coordinating information, tracking opportunities, and helping position faculty for successful grant submissions.
Promotes compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.
Interprets and integrates federal, state, and industry laws or policies on corporate compliance; topics to include fraud and anti-kick-back, to mitigate risk to the department and to individual faculty or staff.
Ensures that all spaces and rooms are properly equipped and have the appropriate security measures in place to safeguard information, physical resources, and staff.