SET Director of Operations

University of Washington•Tacoma, WA

2d•$92,364 - $110,172

About The Position

The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here . The School of Engineering and Technology (SET) has an outstanding opportunity for a Director of Operations. The SET Director of Operations fulfills a critical staff role in providing professional administrative, operational, and executive management services to the Dean and unit. As such, the Director has a comprehensive range of administrative and operational responsibilities, including but not limited to: strategic and financial planning; department and research budget development and management; supervision of staff; personnel functions; compliance and risk management; information technology management; oversight for payroll, purchasing, project support, and other administrative functions. A primary role of the Director is to develop a highly capable administrative team to: carry out the administrative operations of the academic unit, as well as the mission of the University, advise the Dean and other unit and UWT leadership on strategic and tactical direction, build credible relationships with faculty, staff and students that will facilitate an effective organization, and support members of the Leadership team. The Director of Operations reports directly to the Dean and will work with the Dean to build credible collaborative relationships with leadership across multiple University of Washington Tacoma (UWT) units, the greater University of Washington (UW) community, and the South Sound region.

Requirements

A Bachelor’s degree in Accounting, Business Administration, Public Administration, or related fields and at least five years of progressively responsible management experience is required, preferably gained in a complex business or academic environment through the daily administration of an academic or business unit, including routine business operations and activities. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Demonstrated experience in change management and process improvement.
Demonstrated experience in the following critical knowledge and skills areas: Financial Management, Operations Management, Human Resource Management, Compliance and Risk Management, Personnel Management, and Facilities Management.
Strategic and problem-solving experience with superior planning, organizational and strong financial management skills are critical.
Proven ability to define issues, strategically plan options and define solutions; implement changes within targeted time frames.
Financial and analytical experience in budget development, financial contracts, etc.
Familiarity with grant and contract writing, submissions and fiscal oversight of research projects.
Familiarity with information systems, regulatory compliance issues and business operations.
Exceptional interpersonal and communication skills; demonstrated open, honest and objective manner, with the ability to relate effectively with constituents and shareholders.
Demonstrated ability to maintain harmonious working relationships across multiple constituencies and effectively address complex and sensitive administrative issues.
Demonstrated skills in team development, personnel management, and policy implementation.
Demonstrated experience working with large, highly structured personnel systems.

Nice To Haves

Master’s degree in Accounting, Business or Public Administration, Organizational Development or other related fields.
5+ years of direct management experience in higher education administration and finance operations.
Experience with University of Washington business systems and procedures (budget, human resources, payroll, purchasing), or similar systems.
Experience in performing sophisticated financial analyses, using personal computer software.
Functional understanding of grant and contract administration.

Responsibilities

Leadership/Strategic Planning and Initiatives: Provides support to the Dean and faculty leaders in strategic planning and implementation for SET, and is responsible for assessment oversight in support of periodic program reviews and accreditation. This position represents the Dean at meetings as assigned and represents SET on various campus committees.
Financial Management : Manages SET financial resources and apply sound ethical and fiduciary practices to ensure compliance and track financial performance. This position will also provide fiscal year budget projections supporting unit operations, grant applications, and faculty contract negotiations. Understanding and appropriately utilizing SET's multiple sources of income, including tuition, state-derived budgets, federal grants, gift and endowed accounts, scholarship funds, industry, foundation, and other sponsored contracts and agreements. Interpreting policies and regulations concerning the unit's financial activities; ensuring compliance with the University's policies and procedures as well as guidelines from the Federal government, State, and other project sponsors. Development and implementation of internal financial systems, budget tools, and controls to ensure the integrity of all financial transactions, safeguard assets and resources and satisfy auditing requirements. Projecting SET unit revenue and expenses and developing budget models to guide the Dean, SET, and UWT leadership, as required. Planning, organizing, and directing the unit's financial support staff and operation, including the planning, budgeting, and accounting functions, including assigning, directing, and reviewing staff who maintain various unit budgets/accounts.
Administration and Operations : Administrates unit operations to ensure day-to-day and cyclic requirements; plans, resources, monitors program activities; oversees facilities/space planning and related activities; prepares reports; terminates or continues programs; plans or coordinates marketing documents or activities. Coordinating various general administrative activities necessary to the unit's day-to-day operations, with particular emphasis on understanding individual faculty members' administrative needs and unit programmatic operations in designing cost-effective, efficient solutions. Understanding and integrating the cyclic operational responsibilities of UW Tacoma into unit planning, policies, and procedures. Provide ongoing oversight and management of industry partnerships and the school’s Advisory Board, including membership, outreach and logistical planning for quarterly board meetings. Actively source and promote internship opportunities for SET students by cultivating and maintaining a comprehensive list of local industry recruiters, HR partners and stakeholders. Reviewing and liaising with Finance and Administration concerning space assignment to staff and faculty, coordinating physical moves, or relocating offices and personnel. Developing written material for long-range space planning, including major renovation projects; collaborating with the Dean and working with Finance and Administration when appropriate to develop business plans and proposals to support requests for additional space. Oversees the use of facilities to ensure effective, efficient, and safe operations and preservation of resources. Working in partnership with internal staff and in consultation with the SET Dean and appropriate UWT and program entities coordinating management and maintenance of the SET website and links, including all aspects of unit functions: outreach activities, research enterprises, faculty bio-sketches and publications, educational and training programs, and graduate/alumni updates.
Human Resource Management : Applies effective, current human resource practices to develop a competent administrative team culture of excellence. Within UWT guidelines, functions as the senior administration official for SET staff. Oversees the human resources processes and procedures for Operations staff, following University of Washington policy and procedures. Interpreting federal, State, UW, and other local laws and agreements into unit policies and procedures. Articulating appropriate workplace behavior and fostering compliance, identifying concerns or problems, and utilizing appropriate resources to assist in resolution. Review and management of pay policies against published trends/benchmarks and UWT policies/directives. Determining and implementing unit staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as appropriate. Giving/receiving feedback to improve staff and organizational performance.
Compliance and Risk Management : Promotes compliance and manages risk per UW policies and other oversight bodies to ensure operations and resources align with mission and requirements. Interpreting and integrating Federal, State, and industry laws or policies on corporate compliance to mitigate risk to the unit and individual faculty or staff. Implementing current security protocols related to IT equipment, email communication, phone or other communication, and proper handling, disposal, or destruction of information and documents; ensuring all faculty and staff complete required training modules. Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff.
Information Technology, labs, grants : Manages or oversees the unit's information technology requirements, including academic, business, educational, and research information needs, incorporating and utilizing the existing Information Technology architecture. Works collaboratively with Program Chairs to manage or oversee the unit’s lab staff. Supports the SET Dean and Research Centers and works collaboratively with the Office of Research to manage the unit's grant/contracts staff. Ensure that a viable and secure Information Technology architecture is in place and educate faculty and staff on the importance of and compliance with a configuration management plan and policy. Assess the unit's short-term/long-term Information Technology (IT) needs and IT needs of specific faculty, labs, or centers. Working in partnership with internal staff and Program Chairs to ensure that lab equipment is maintained appropriately. Ensure that equipment is replaced in a timely manner. Ensure that Course/lab fees are adequate. Ensure that course/lab fee proposals are written and submitted in a timely manner. Work with internal staff and Office of Research to support the SET Dean and Research Centers and works collaboratively with the Office of Research to manage the unit's research resources, including grant and contract processes, capital equipment, physical plant, and compliance issues where appropriate. Interfacing with UWT research administration in interactions with the UW Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate. With UWT research administration, oversee SET fiscal aspects of projects or programs, budgets or extensions of existing budgets and files; accounting for sponsored funds and budgets, as required; oversight of procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, and responding to fiscal queries from faculty, UWT research administration, sponsor managers/teams.