Administrator, Department of Immunology

University of Washington • Seattle, WA

2d • Onsite

About The Position

The Department of Immunology at the University of Washington (UW) is seeking an Administrator to join their team. The UW is a leading educational and research institution, offering a supportive environment with diverse opportunities. The Department of Immunology is internationally recognized, focusing on advancing the understanding of the immune system to combat diseases like infectious disease, cancer, and autoimmune disease. They emphasize basic and translational research, with a strong tradition of training graduate students and postdoctoral fellows. The department values diversity and inclusivity, fostering a climate of belonging and respect. It comprises interdisciplinary faculty, postdoctoral fellows, PhD graduate students, and research and administrative staff, with significant annual operations funded by various sources. The department also maintains strong affiliate relationships with other prominent Seattle research institutions. This position reports to the Department Chair and the School’s Vice Dean of Administration and Operations, serving as the business manager and senior administrative support. Responsibilities encompass financial planning and management, budget development, staff supervision, personnel, payroll, purchasing, special projects, and academic appointments. The Administrator acts as an advisor to the Chair and committees, providing financial guidance and strategic insights, and serves as the primary administrative liaison with the Dean's Office and other university departments.

Requirements

• Bachelor’s degree in business administration, public administration, healthcare administration, or related field.
• At least five years of relevant experience.
• 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.
• Supervisory and office management experience.
• 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.
• Proficiency in Excel with experience working with interactive Excel workbooks and proficient with formulas and data manipulation.

Nice To Haves

• Master’s degree in business administration, public administration, healthcare administration, or related field.
• Experience in a medical school, research institute, or university setting.
• Experience with Continuous Process Improvement.
• Experience in using software to perform sophisticated financial analyses.
• Knowledge and/or experience of state and research cost recovery (RCR) accounts.

Responsibilities

• Manage the department’s financial resources, including federal and foundation grants, state budget allocations, and private gifts, ensuring ethical standards and reporting requirements.
• Develop comprehensive short- and long-term financial plans and budget models, advising leadership on resource allocation.
• Manage funding from multiple sources (state, indirect cost recovery, federal grants, gifts, endowments, sponsored projects).
• Ensure departmental practices comply with UW and SOM policies and sponsor mandates, implementing internal controls.
• Analyze budget variances to identify errors, waste, and misuse.
• Provide regular and comprehensive financial reporting to department leadership, faculty, and stakeholders.
• Assess and identify potential sources of additional funding.
• Implement and ensure compliance with UW policies for payroll, procurement, travel expenses, and reimbursements.
• Oversee affiliation agreements and financial interactions between institutions.
• Manage the department’s human resources (HR) and administrative functions, including change management processes.
• Supervise FTE staff positions, including annual reviews, corrective action, time management, and employee mentorship.
• Interpret federal, state, UW, SOM, and other laws, policies, and contractual obligations, synthesizing requirements into departmental policies.
• Build and maintain relationships, partnerships, or coalitions to advance the department’s mission.
• Collect data to evaluate current or proposed programs and activities.
• Communicate opportunities and constraints to leadership and faculty regarding emerging trends and proposed activities.
• Set the standard for appropriate workplace behavior and resolve problems proactively.
• Manage facilities to ensure effective, efficient, and safe operations and protection of resources.
• Manage and oversee the department’s information technology (IT) operations, ensuring timely and reliable access to necessary platforms.
• Ensure reliable and secure IT architecture is in place, educating faculty/staff about IT concerns and enforcing appropriate use of software and devices.
• Evaluate the department’s short- and long-term IT requirements, researching and recommending IT solutions.
• Develop written material for long-range space planning, including planning for and overseeing renovation projects.
• Interpret requirements of federal, state, UW, and other laws and policies relating to safeguarding facilities and capital resources.
• Build and maintain relationships with UW Medical Centers’ facilities staff for maintenance and repairs.
• Direct facilities-related activities such as building/equipment inspections and upgrades.
• Ensure compliance with fire and safety codes, including those related to hazardous materials.
• Oversee the management of departmental research resources and processes, including capital equipment acquisition, IRB compliance, lab safety, and grant/contract processes.
• Develop procedures for grant and contract administration.
• Understand and maintain UW cost accounting standards.
• Interpret and enforce compliance with federal, state, SOM, UW, and other policies regarding research activities.
• Support pre-award activities, including assisting faculty in identifying sponsors and reviewing/approving grant/contract applications.
• Represent the department in negotiations with funding entities as appropriate.
• Coordinate interactions with the Office of Sponsored Programs, Grant and Contract Accounting, and other units.
• Manage funded projects, including budget requests, proper accounting procedures, procurement, reporting, and responding to sponsor inquiries.
• Manage the quarterly Faculty Effort Certification (FEC) process.
• Maintain up-to-date information on the department’s overall research program and produce reports on research activities, innovations, publications, and funding totals.
• Manage and mitigate risk and promote compliance with UW, SOM, regulatory bodies, and funding entities.
• Implement policies relating to IT equipment, communications, and the proper handling, disposal, or destruction of documents and information.
• Monitor and provision access to information and physical space.
• Ensure appropriate security measures are in place to safeguard information, physical resources, and personnel.
• Build and maintain relationships with SOM legal and compliance officials and UW Risk Services staff.
• Build and maintain relationships with UWPD and Environmental Health & Safety (EH&S) for security and safety matters.
• Investigate or refer all claims of inappropriate behavior or actions.
• Conduct periodic risk assessments to identify operational, financial, reputational, and other potential risks.
• Develop and implement a department-specific internal audit plan.
• Ensure all new employees receive information on health and personal safety, emergency procedures, and resources.
• Understand the UW Medicine compliance infrastructure and serve as a department liaison.
• Incorporate best practices regarding compliance into departmental operations.
• Support program administrator(s) and faculty in managing educational program(s).
• Adjust departmental policies to adhere to the guidelines of professional medical, educational, or research organizations.
• Support periodic program reviews for accreditation, certification, or training grant renewals and manage changes to program requirements.

Benefits

• Outstanding benefits
• Professional growth opportunities
• Environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior