Program Assistant (Temporary)

University of Washington•Seattle, WA

2d•$21 - $26•Onsite

About The Position

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. 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. The Program in Education and Research in Latin America (PERLA) within the Department of Global Health has an excellent opportunity for a temporary Program Assistant. The appointment duration is seven-months but may be extended contingent upon departmental needs. This individual will assist with the daily operation of several training grants in resource-limited settings in Africa, Latin America, and Asia under the supervision of the Program Manager. The Department of Global Health has an outstanding opportunity open for a Temporary Program Assistant. This position requires excellent organizational skills, effective prioritization and time management, a high degree of professionalism and sensitivity to diverse cultures, and strong skills in written and verbal communication. This is an exciting opportunity to be part of a dynamic research team and to interact with leaders in the field of global health research and practice, both within the University and the global health community more broadly. Most of the funding is expensed internationally which results in significantly higher complexity. This position will be located at the Hans Rosling Center on the University of Washington Seattle Campus. The Program Assistant will report to the Program Manager for PERLA and work closely with the Program Coordinator and NPGH team.

Requirements

High school graduation or equivalent and two years of clerical experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Experience supporting Fogarty global health training programs.
Experience coordinating a Fogarty Fellowship application cycle.
International work experience or experience in an academic research environment.
Demonstrated ability to work independently and to meet required deadlines.
Strong organizational skills, attention to details, and excellent time management.
Excellent judgment and interpersonal skills with proven ability for effective cross-cultural communication.
Understanding of basic monitoring and evaluation concepts.
Excellent communication and writing skills.
Excellent computer skills with knowledge of REDCap, MS Word, Excel, Outlook, and PowerPoint

Responsibilities

Project Coordination (70%): Training Grant Progress Reports & Proposals Create data collection instruments in Microsoft Forms and REDCap.
Coordinate data collection, follow ups, and reviewing responses from trainees and faculty.
Develop documents for NIH progress reports and proposals; including compiling overall program updates and tracking publications and presentations, developing data tables and biosketches, etc.
Create reporting tables in compliance with funder regulations.
Create infographics for progress reports, conferences, webinars, marketing materials, websites and grant proposals.
Track trainee progress and milestones and report updates in the NIH CareerTrac system.
Orientation & methodology workshop Support travel coordination for trainees, facilitators, and staff attending Orientation.
Track Orientation and travel-related expenses.
Support methodology workshop coordination, create and update methodology workshop website and liaise with facilitators to keep materials updated.
Manage registration and support creation of meeting materials.
Schedule one-on-one meeting for trainees & program staff during Orientation.
Assist with coordinating the application and recruitment process for the Northern Pacific Global Health (NPGH) Research Fellows Training Consortium.
Answer questions from potential applicants.
Assist with determining mentors for potential applicants and coordinating meetings with principal investigators or staff.
Prepare application on REDCap platform and create application guidance on program website.
Create and disseminate recruitment materials to all performance sites.
Coordinate informational webinar with program leadership, registration and creation of slides.
Assist with creating NIH funding packets for the program manager, so she can communicate final funding decisions to applicants.
Draft award, decline and waitlist letters for the applicants.
Participate in committee conference calls as needed.
Coordinate eDGH distance learning opportunities for trainees; including registration, enrollment, site meeting set up, facilitating course discussion, and trouble-shooting with trainees.
Fiscal (10%): Process reimbursements for trainees and staff in the UW Ariba System and quarterly wire reimbursement process and help track trainee spending.
Assist foreign vendors with registering as UW vendors in the ARIBA system.
Purchase and pay for study supplies utilizing UW systems including wire transfers, field advances, Procard, and Ariba.
Project Development (10%): Track and report IRB approvals and status to team members and funders.
Develop and format project materials and standard operating procedures.
Assist with the development of documents for grant applications and progress reports, as needed.
Track milestones, contribute to the writing of study status reports to funders as requested.
Communications (10%) Update program recruitment materials including flyers, brochures, and other handouts.
Facilitate communication through coordination of project-related meetings and calls.
Develop quarterly programmatic newsletter.
Develop PowerPoint presentations for conferences, workshops and events.
Support program communications, including maintenance of social media accounts and website.
Support to Principal Investigator on research and training related activities.
Other related duties as required.