Program Operations Specialist

University of Washington Medical Center•Seattle, WA

1d•$70,008 - $80,004•Hybrid

About The Position

The Collaboration Core (CCore) within the College of Engineering (CoE) is seeking a Program Operations Specialist to provide program administration, operational coordination, and project management support across multiple programs and initiatives. Working closely with faculty and other leaders such as the Director of the Clean Energy Institute (CEI), the College of Engineering Director of Finance, and Collaboration Core leadership, this position will coordinate activities across a diverse portfolio of research, education, and strategic initiatives. The role is responsible for supporting program development, improving business processes, managing complex projects, and ensuring effective collaboration among faculty, staff, and external partners. The Program Operations Specialist supports a wide spectrum of complex business, administrative, financial, and operational activities for Collaboration Core. Working in close partnership with faculty leaders, program managers, and administrative stakeholders, this position serves as a key driver of operational excellence, program effectiveness, and organizational effectiveness across multiple interdisciplinary initiatives and units including the Clean Energy Institute. Responsibilities include designing and implementing scalable business processes, developing and maintaining standard operating procedures, leading complex projects, developing high-profile events and activities (e.g. workshops, symposiums etc.), and advancing continuous improvement efforts that support strategic goals. This position must be able to balance multiple priorities and deadlines in a complex environment, with demonstrated ability to prioritize essential tasks with short lead times. The Collaboration Core has high visibility within the College, UW, academia, and local and global high-tech business community. Smooth, high-level functioning of administrative operations is essential to the success of the Collaboration Core and its support of the College of Engineering.

Requirements

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

Nice To Haves

Strong organizational and problem-solving skills; administrative creativity and strong initiative.
Experience working in an academic institution, 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 the Collaboration Core's strategic objectives.
Coordinate and implement initiatives, develop and maintain program processes and materials, and provide operational support across a range of research, education, and external collaboration activities.
Produce clear and effective reports and other documents, including annual reports.
Manage deadlines and coordinate activities of multiple authors and contribute information about finance and administration.
Support executive committee and advisory board, coordinating meetings, preparing agendas, gathering data and preparing reports and presentations under guidance of the Director.
Oversee and ensure accurate scheduling and anticipate planning needs for meetings for the Director of the Clean Energy Institute, Director of Finance, and Collaboration Core Administrator.
Lead communications and scheduling for meetings and events, facilitating meetings on behalf of program leadership as directed,with keen attention to duration, transportation time, and advance preparation time required.
Develop and deliver strategic communications on behalf of the Directors with representatives from the office of the Vice Provost for Research, Deans’ offices, Capital Planning and Development, Federal and State Relations, and the Office of Planning and Budgeting, as well as external partners.
Serve as primary operational lead for Directors, providing direction and support to leadership including investigation and resolution of questions, managing support materials, and ensuring access to University systems.
Elevate issues and recommend the best course of action in alignment with program missions and goals.
Oversee and develop internal policies and procedures that strengthen support of programs and ensure successful day-to-day operations of the program team, ensuring adequate resources are available.
Coordinate, organize, and provide administrative support for large meetings and events as requested by the Directors or supervisor, including Dean’s Office research events, overseeing travel arrangements and preparing meeting materials as necessary.
Lead programming, special projects, and support special initiatives of a complex nature for the Collaboration Core’s participating units, by developing new processes, forms, communications, and materials (e.g., new work groups, funding programs, international collaborations).
Review and approve purchases for goods and services, delegating authority as appropriate.
Manage budgets, in collaboration with program leadership. Make decisions about financial resources that will require independent problem-solving skills, understanding of strategic plans, and specialized knowledge of student funding mechanisms, gift, research funding, and university systems.
Produce clear and effective reports, and collect data for financial forecasts.
Apply principles of financial management and cost accounting standards to prepare proposals and reports for internal and external partners, coordinating the preparation of supporting materials and other documentation.
Provide pre-award support to external awards; activities will include eGC1 preparation, submission on sponsor platforms (Research.gov, Grants.gov, etc), prepare supporting materials (Biosketches, Current & Pending, Collaborations and Other Affiliations), cost-share addendum, and budget preparation.
Provide post-award support and grant monitoring for external awards. Establish and maintain a system for tracking grant milestones, report deadlines, and other program deliverables.
Create and monitor research project worktags. Monitor faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out. Ensure compliance with university and sponsor policies.
Participate in Collaboration Core complex/center level proposal teams. This could include project management, pre- and/or post- award support, and/or site visit coordination.
Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in the call for proposals.
Prepare or coordinate preparation of supporting materials and other proposal-related documentation.
Participate in college/school meetings and contribute to committees.
Serve on event teams to support large events, conferences and summer programs.
Other duties as assigned.