Program Manager of the WWU Viking Biomedical Research Initiative

Western Washington University•Bellingham, WA

3d•$3,817 - $5,132•Onsite

About The Position

This position manages the administrative functions of the Viking Biomedical Research Initiative. Duties include (but are not limited to): budgeting and financial management; developing and overseeing year-long VBR activities and communications; managing the VBR office and daily operations; and, advising and interfacing with faculty, staff, students, and outside participants in VBR activities. This position works under general direction and reports to the Director of VBR and works closely with Research and Sponsored Program personnel. This position provides continuity in program management and direction by advising the Director on a variety of topics related to interpreting and implementing VBR, College, and University-level policies and procedures in coordination with the Vice Provost for Research’s Office, the Academic Budget and Administration Office and other College and University departments. This position is classified as an Administrative Services Manager A and is a 0.8 FTE, 32 hours per week, 12-month position (not cyclic). It is fully in-person project-employment position ending no later than [projected grant end date] with the possibility of a five-year NIH funding renewal.

Requirements

A Bachelor's degree in a related field AND two years of professional experience in the field; or four years of responsible supervisory and/or administrative experience in a related field. Equivalent education/experience will substitute for all minimum qualifications
Experience with operational budget management and projections, and financial reconciliation
Proficiency with MS Office Suite
Experience using Drupal, Wordpress, or other website management tools
Commitment to supporting the VBR’s efforts to create an inclusive, supporting and welcoming environment for students, staff, and faculty.
Commitment to fostering and maintaining a student-centered, outward-facing office environment.
Willingness and demonstrated ability to establish and maintain a friendly, cooperative and professional work environment with a wide variety of staff, faculty, students and external participants.

Nice To Haves

Demonstrated proficiency with budget management software (ex. Banner, Millennium or similar)
Experience working with a university department or program to support its mission and goals
Experience working with and advising others about Washington State and WWU policies and procedures as they pertain to purchasing, travel, contract administration, and human resources
Experience working in higher education administration including student advising and program administrative management

Responsibilities

Initiate, manage, and monitor the financial activity for VBR including all purchasing and reconciliation, records maintenance, adjustments, and cost estimates
Advise on budgets and approve transactions as VBR budget authority
Prepare travel forms/requests, personnel action forms, reimbursement and adjustment documents, and review for accuracy and compliance with policies and procedures.
Participate in the design and implementation of VBR policies and procedures; provide information and advise students, staff and faculty regarding policies, procedures and activities of VBR, Academic Affairs, WWU and the State of Washington.
Coordinate, communicate, and troubleshoot VBR events and meetings, including all aspects of logistics and implementation
Coordinate, prepare and process documents and communications for the VBR's External Mentor meetings and any VBR committees; give input to the agenda for VBR meetings; participate in in-person and virtual meetings and record minutes.
Compile VBR program outcomes data for annual program assessment and reporting
Ensure all routine office operations are carried out (ordering supplies, distributing and processing mail, managing communications, maintaining records and files, etc.)
Develop content, maintain and update VBR program website using Drupal and HTML
Serve as point of contact for Muser (Matching Undergraduate Students to Science and Engineering Research) software implementation.
Recruit, employ, train and supervise part time student employees to assist in routine clerical work.
Prepare, process, review, and track employment documents connected to multiple funding sources for faculty and student and non-student positions each year.
Approve VBR’s payroll for students and exempt staff. Work closely with HR to manage VBR’s hiring practices to ensure they comply with current policies and practices.
Recruit, interview, select and dismiss student employees, determine job title and pay level, approve leave requests, provide training, assign and schedule work, and respond to problems or conflicts.
Assist Director and grant PIs in the administration of proper personnel practices and procedures.
Act as search coordinator, plan recruitment, advertising, and hiring process for new employees in compliance with WWU policy.