Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
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The College of Engineering has an outstanding opportunity for a Program Operations Specialist.
The Program Operations Specialist serves as the primary administrative and finance manager for the University of Washington’s Center of Excellence for Advanced Materials in Transport Aircraft Structures (AMTAS) and will provide limited administrative support to the College of Engineering Office of Research.
The University of Washington is the lead institution of The Center of Excellence for Advanced Materials in Transport Aircraft Structures (AMTAS). AMTAS is a consortium of academic institutions, aerospace companies, and government agencies. AMTAS seeks solutions to problems associated with existing, near- and long-term applications of composites and advanced materials for large transport commercial aircraft.
The College of Engineering Research team promotes and supports research programs, helps seed new College research initiatives, and assists faculty with research, grant funding, and writing proposals while supporting the Vice Dean.
The College of Engineering comprises ten academic units as well as research institutes and centers. With annual expenditures exceeding $250M, the College has approximately 265 tenured or tenure track faculty, and an additional 200 full-time staff. The College supports student education of approximately 5300 undergraduates and 2700 graduate students, and awards over 2000 degrees on an annual basis.
RESPONSIBILITIES: Research Administration & Financial Management: •Serve as the primary research administrator for AMTAS. Work independently to manage submissions of sponsor reports, no cost extensions, and/or supplemental awards. Establish timelines and procedures to meet sponsor and UW due dates. Prepare or coordinate the preparation of supporting materials and other proposal-related documentation. •Independently manage all post-award activities for AMTAS with delegated approval authority; activities will include monitoring faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and tagging and reporting cost share. Monitor award for compliance with University and sponsor polices. •Provide high-level project management for the CoE Vice Dean. Lead special projects and support special initiatives. Projects are often of a complex nature and will typically require independent problem-solving and an understanding of research funding and university systems. •Serve as back up to the CoE Director of Research including reviewing and approving CoE’s eGC1s. •Serve as a point of contact and subject matter expert for CoE grant managers on questions regarding research funding announcements (RFAs) and preparing proposals. •Actively research funding opportunities (to include limited submissions) for CoE faculty by subscribing to sponsor listservs, attending webinars, and monitoring communications from OSP and the Office of Research. •Collect and analyze data from multiple data tools for the CoE Director of Research and Vice Dean. Identify and monitor trends for which new procedures or interventions could counteract. •Conduct on-going review of existing procedures and make recommendations for improvements to improve efficiency and/or compliance. •Assist CoE faculty teams in submitting complex research or center level proposals. This could include project management, pre- and/or post-award support.
Communications and Reporting: •Oversee the AMTAS website. This includes, but is not limited to: Updating and creating content, keeping links current, and managing inquiries that come in via the website. Work closely with AMTAS investigators to establish a communication strategy for the site. •Proactively communicate potential research funding opportunities to faculty, including ‘limited submission’ opportunities routed through the Vice Provost for Research. •Compile and distribute monthly reports from AMTAS Principle Investigators (PIS) for the Federal Aviation Administration (FAA) and other stakeholders. •Apply principles of financial management and cost accounting to prepare regular reports of awards and expenditures including projections and forecasting. Contribute to the development of narrative reports for program reviews and annual reports. •Create and compile miscellaneous reports for the FAA and Department of Transportation (DOT). •Serve as the point of contact for AMTAS PIs/Joint Advanced Materials & Structures Center of Excellence (JAMS) PIs and questions related to their work. •Maintain library of FAA contracts and other archival documents. •Meet with the CoE Research Team for planning purposes and support.
Project/Event Management and Public Relations: •Plan and coordinate annual AMTAS meetings and biennial joint JAMS meetings with Wichita counterparts. •Plan, coordinate and anticipate complex meeting logistics for CoE research visitors. This includes schedules, travel arrangements, reimbursements, touring and providing comprehensive notifications to relevant parties, etc. •Plan and coordinate CERAN (College of Engineering Research Administrators Network) meetings: retain speakers and organize information sessions from offices on campus to benefit grant managers. •Outreach to College Grant managers to maintain relationships and encourage attendance at CERAN and other events. •Provide occasional support to other events.
Other: •Attend appropriate meetings and events to stay up-to-date on regulations, policies, and trends affection work and seek training opportunities related to research administration and fiscal management. •Other duties as assigned
REQUIREMENTS: •Bachelor’s Degree in Finance, Business Administration, Higher Education Administration, or related field •At least 2 years of experience in administration, higher education, and/or fiscal management. •High level of professionalism, organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team. •Event management experience, including: Arranging conference rooms, catering, and speakers. •Excellent written and oral communication skills. •Ability to communicate with a variety of academic, government, and industry teams and audiences. •Website management: ability to update content and maintain communications. •Ability to work independently with a high degree of reliability, accuracy, and productivity. •Flexibility and willingness to work under pressure or frequent deadlines and changing priorities. •Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff, and faculty from diverse backgrounds.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Knowledge of UW systems, processes, and procedures (particularly Workday, SIMS, MyFD, SAGE, FIN, and BGT) •Advanced Microsoft Office Skills. •Strong organizational and problem-solving skills; administrative creativity and strong initiative. •Experience working in an academic institution, working with faculty across departments, or working with campus research facilities.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.