Program Operations Specialist

University of Washington•Seattle, WA

2d•Hybrid

About The Position

The Program Operations Specialist provides program administration, operational coordination, project management, finance, and research administration support across Collaboration Core programs and initiatives within the College of Engineering, including work with the Clean Energy Institute. The position partners with faculty leaders, program managers, administrative stakeholders, and external partners to support research, education, and strategic initiatives. It advances operational excellence through program development, scalable business processes, standard operating procedures, complex project management, events, and continuous improvement. The role requires balancing multiple priorities and deadlines in a complex, high-visibility environment. The position manages programs, projects, partnerships, communications, meetings, and events; supports directors and leadership; and coordinates reports, policies, procedures, and special initiatives. It also manages budgets and purchases, supports external award proposals and post-award administration, monitors grants and project budgets, and ensures compliance with university and sponsor requirements. The role participates in college meetings, committees, event teams, conferences, and summer programs. This is a regular, 100% FTE position with a hybrid schedule requiring three days in the office per week. Occasional weeknight work is required for program events. The listed annual pay range is $70,008 to $80,004. The position is on the first shift.

Requirements

Bachelor’s degree in Education, Communications, Business Administration, or a related field, and one year of progressively responsible experience in program or administrative management and operations support for a complex organization; equivalent education and/or experience may substitute where permitted.
Project management experience and demonstrated expertise handling high volumes of complex information for multiple stakeholders, planning and organizing events, and managing meeting logistics.
Demonstrated competence in operations and process-improvement approaches and methodologies.
Ability to work in a fast-paced environment, respond to tight deadlines, prioritize responsibilities and projects in a changing context, and work in a high-volume customer-service environment.
Experience partnering across multiple teams.
Ability to work independently, apply sound professional judgment, and use critical thinking to address complex issues and solve problems within delegated authority.
Proficiency with Microsoft Office programs, including Word, Excel, Access, and Outlook, and with calendaring and scheduling software.
Strong organization, planning, verbal and written communication, presentation, and interpersonal skills.
Ability to interact effectively with diverse stakeholders.

Nice To Haves

Strong organizational and problem-solving skills, administrative creativity, and initiative.
Experience working in an academic institution and working with faculty across departments or in an interdisciplinary unit.
Working knowledge of UW systems, including SAGE, Workday HR, and Workday Finance.

Responsibilities

Manage programs, projects, and partnerships that support Collaboration Core strategic objectives; coordinate initiatives, program processes, materials, and operational support for research, education, and external collaboration.
Coordinate project priorities, deliverables, and execution with faculty leaders, staff, and stakeholders.
Produce reports and other documents, including annual reports; manage deadlines and coordinate multiple contributors, including financial and administrative information.
Support executive committee and advisory board meetings by coordinating meetings, preparing agendas, gathering data, and preparing reports and presentations under the Director’s guidance.
Manage accurate scheduling and anticipate planning needs for the Clean Energy Institute Director, College of Engineering Director of Finance, and Collaboration Core Administrator.
Lead communications and meeting and event scheduling; facilitate meetings for program leadership as directed, accounting for duration, transportation, and preparation time.
Develop and deliver strategic communications for Directors with university offices and external partners.
Serve as primary operational lead for Directors by providing direction and support, investigating and resolving questions, managing support materials, and ensuring access to University systems; elevate issues and recommend appropriate actions.
Develop and oversee internal policies and procedures that support programs and day-to-day program team operations, and ensure adequate resources are available.
Organize and provide administrative support for large meetings and events, including Dean’s Office research events; oversee travel arrangements and prepare meeting materials as needed.
Lead programming, complex special projects, and special initiatives for participating units, developing processes, forms, communications, and materials.
Review and approve purchases of goods and services, delegating authority as appropriate.
Manage budgets with program leadership and make financial resource decisions requiring problem-solving, strategic understanding, and knowledge of student funding, gifts, research funding, and university systems.
Produce financial reports and collect data for forecasts; apply financial management and cost accounting principles to prepare proposals and reports for internal and external partners.
Provide pre-award support for external awards, including eGC1 preparation, sponsor-platform submissions, supporting materials, cost-share addenda, and budget preparation.
Provide post-award support and grant monitoring; track grant milestones, reporting deadlines, and program deliverables.
Create and monitor research project worktags; monitor faculty and staff effort and payroll distributions; manage equipment, supply, and service purchases; and support budget creation and close-out.
Ensure compliance with university and sponsor policies.
Participate in complex/center-level proposal teams, including project management, pre- and/or post-award support, and site-visit coordination.
Establish timelines for sponsor and UW deadlines, inform research staff of solicitation requirements, and prepare or coordinate supporting and proposal-related materials.
Participate in college or school meetings and contribute to committees.
Serve on event teams supporting large events, conferences, and summer programs.
Perform other duties as assigned.