Senior Project Manager

University of Washington•Seattle, WA

11h

About The Position

The Department of Neurological Surgery has an outstanding opportunity for a Senior Project Manager to join their team. Position Purpose The Senior Project Manager provides strategic and operational leadership for the TRIAD program within the Department of Neurological Surgery. This position reports directly to the Principal Investigator, and is responsible to though not supervised by the TRIAD Project Director. This position will work directly with faculty leaders for the overall Clinical Dementia Training and its tracks, the Workforce Development Programs (e.g., fellowships), the Teleconsultation Service, and the Clinical Dementia ECHO program. This position will supervise the staff for the Dementia Clinical Training, the Workforce Training Programs, the Teleconsultation Service, and the ECHO program. In partnership with the Principal Investigator and the Project Director, this role is responsible for the overall management of all administrative, communications, organizational, and internal project financial/budget operations for a large federally funded program with three core areas: Clinical Dementia Training and its tracks, the Workforce Development Programs, the Teleconsultation Service, and the Clinical Dementia ECHO program. The Senior Project Manager will be the professional staff lead, serve as a member of the executive leadership team for TRIAD, and will report directly to the project Principal Investigator. The position serves as a critical liaison between TRIAD leadership (the Principal Investigator and Project Director), the Indian Health Service (IHS), UW units, and external collaborators and institutions. By exercising a high level of independent judgment, applying in depth knowledge of administrative operations, the Senior Project Manager ensures the successful execution of program goals, timely submission of contract deliverables, quality control of deliverables, strategic implementation of all program activities, and alignment of operations with departmental and institutional standards, and compliance with sponsor and institutional requirements.

Requirements

Master’s degree in adult education or a health-related or relevant field
At least 5 years’ experience in project management, adult education curriculum development, management, organizational and/or business improvement experience TO INCLUDE 3 years’ experience in aging, dementia, or related health field and experience in adult education, curriculum development, or related educational field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience with level 1 research university systems, financial operations, and processes and procedures including vendor agreements, consultation agreements, and gifts cards as compensation, and travel approvals and reimbursement procedures.
Excellent written and oral communication with ability to draft accurate, concise, and clear emails and other documents that attend to detail.
Demonstrated ability to apply “Plain English” principles in written communications
Excellent organizational and prioritization skills with demonstrated experience managing large, multi-component grants and projects.
Experience with year-end reports, progress reports, and similar documents intended for the sponsors.
Valid driver’s license and reliable access to a car for work related travel.
Willing to apply for IHS-mandated federal security clearance to facilitate transferring of various large files to IHS personnel.

Nice To Haves

At least 2 years’ experience in managing or delivering clinical medicine or health care or at least 2 years’ experience in managing educators
At least 4 years of experience directly and successfully managing large grants or contracts with multiple components
Experience balancing independent operating and planning with working under Principal Investigator’s direction and within guidelines established by Principal Investigator.
Experience working with American Indian and Alaska Native populations or organizations.
Knowledge of IRB, HIPAA, and intellectual property regulatory requirements for the conduct of research
PMP certification
Ability and willingness to work well in a fast-paced and dynamic environment, absorb new information quickly, and contribute meaningfully to the development and execution of projects

Responsibilities

Serve as a strategic operational lead and oversee all aspects of the TRIAD program, with broad mandate to assess and manage administrative workflows, deadlines, and deliverables across all program elements (Dementia Clinical Training, Teleconsultation, Clinical Dementia ECHO Program, Workforce Development).
Oversee the operational management for TRIAD Clinical Dementia Training, Teleconsultation, Clinical Dementia ECHO Program, Workforce Development webinars and online trainings, the development, evaluation, and maintenance of systems to manage TRIAD logistics, respond to questions, organize registrations, and collect, assemble, analyze, and report evaluation data.
Lead development of systems to manage Continuing Education compliance, and other key logistics. Communicate with accuracy, precision, and attention to detail. Communications must be compliant with typical contract guidelines of being in plain and clear English.
Maintain and document expert-level knowledge of all contract issues related to TRIAD to proactively identify risks and guide resolution strategies.
Exercise independent judgment in triaging and overseeing day-to-day operations, including: Ensure meetings are scheduled, notes taken, and minutes distributed by staff in line with IHS deliverables, and organize and maintain all TRIAD-related records and documentation in Principal Investigators’ preferred format.
Work autonomously with the Principal Investigator, Project Director, IHS leadership, and staff to ensure that all contractual requirements are met in a timely and compliant manner.
Review daily work updates from multiple team members to ensure accuracy and efficiency.
Independently draft and edit a variety of communications on behalf of TRIAD leadership.
Work with TRIAD Dementia Training, Teleconsultation, Clinical Dementia ECHO Program, Workforce Development leads in the preparation, coordination, and timely submission of materials required to meet IHS contract deliverables.
Act as a direct administrative partner to TRIAD leadership and provide consultative support to improve project efficiency.
With TRIAD leadership, lead weekly meetings, prepare detailed agendas, and action plans.
Proactively identify workflow gaps or emerging issues, recommend and upon consensus and approval of leadership, implement solutions.
Maintain timely and direct communication with Principal Investigators, Project Director, and staff within and external to the Department of Neurological Surgery, UW departments, other collaborators, and IHS, as appropriate, to support TRIAD operations.
Involve TRIAD leadership and department administrative leadership as appropriate to identify and ameliorate operational issues.
Use independent problem-solving and interpersonal skills to assist with organizational process improvement efforts, identify project issues, solutions, and resources to solve problems.
Plan ahead, prioritize, and coordinate activities that have deadlines or are deliverables and alert leadership about upcoming events and deadlines for deliverables and other tasks.
Manage the administrative and logistical portions of the Clinical Training Programs for IHS/Tribal/Urban Centers personnel, including: Manage and provide strong customer service, including course registration, access, and participant documentation.
Maintain accurate clinical training information on the TRIAD and IHS websites.
Provide customer service for clinical training program participants.
Collect, organize, analyze and report evaluation data and provide ongoing quality improvement reports to the Principal Investigators, TRIAD Directors, and training program leads.
Collaborate with training program leads and subject matter experts to develop and execute regularly scheduled quality improvement updates and revisions.
Provide ongoing documentation and maintenance for courses to ensure compliance with ACCME, ACPE, ACDE, and ANCC accredited units at UW, WSPA, IHS, and/or WSU.
Manage the electronic files for the program and ensure files are transferred, stored and accessible for the TRIAD clinical training programs in compliance with contractual, IHS and university data-sharing and intellectual property rules and regulations.
Work with UW and departmental Human Resources to identify, mitigate, and resolve issues related to personnel, oversee the recruiting, interviewing, and hiring of new staff, and related tasks.
Manage all aspects of employee performance and personnel matters for the team, including leading the annual performance evaluation and merit process, overseeing goal setting, and ensuring timely feedback and coaching.
Provide guidance on corrective action and performance improvement plans in alignment with University policies and best practices.
Proactively identify, mitigate, and resolve personnel issues to support a positive, productive, and inclusive work environment
Oversee all phases of the recruitment lifecycle including position development, interviewing, selection, and onboarding.
Effectively prepare and manage information and data using PowerPoint, Word, Excel, and other software programs
Proactively collaborate with the project Principal Investigator to identify appropriate payment mechanisms for project activities and expenses.
Oversee and manage the vendor agreements, vendor billing, and gift cards, for subject matter experts, vendors, and storytellers, purchasing, and travel for TRIAD personnel.
Ensure contract operational and deliverable requirements are met on time according to internal TRIAD deadlines and contractual mandated dates of delivery.
Perform comprehensive and independent review of contracts and other supporting documentation for vendors, subcontractors, and others.
Coordinate the submission of the annual and other reports in accordance with Office of Sponsored Program requirements and deadlines.
Provide strategic, technical, and policy-level guidance to faculty and program staff, drawing on institutional knowledge and best practices.
In partnership with the TRIAD leadership, meet with the Vice-Chair of Research for the Department of Neurological Surgery regularly to review activities.
Prepare, submit and ensure timely reimbursement for project personnel (including salary, reimbursement, travel) in compliance with department, university and contractual procedural requirements.
Determine space and office furniture needs and access to resources.