Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. Collaboration Core within the College of Engineering has an outstanding opportunity for an Operations Manager. The Operations Manager serves as the primary administrative and grants manager for UW's Molecular Engineering & Sciences Institute and Nano-engineered Systems Institute. Both Institutes are strongly mission-oriented, share faculty, staff, and facilities, and are co-located in the MolES-NanoES Building. The position has delegated responsibility for independently establishing and maintaining processes and procedures that support these programs - specifically those related to research administration, payroll, Workday, budget management, and financial commitment tracking processes for the Institutes and their associated facilities. The Operations Manager supports a wide spectrum of complex business, administrative, and operational activities within an active interdisciplinary research institute across two colleges. The Operations Manager works closely with the Administrator, Directors, and staff of the Institute, as well as dean's office staff. The MolES and NanoES Institutes are high-profile Institutes within the College of Engineering. Smooth, high-level functioning of administrative operations is essential to the success of the Institute.RESPONSIBILITIES:Financial Management and Research Administration*Serve as the primary research administrator for NanoES and MolES. Work independently to manage submission of grant proposals and progress reports for multi-disciplinary research proposals initiated and administered in the Institutes. 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.*Oversee management of summer programs (e.g. ALVA,CEBR): Coordinate with program directors on budget, travel, and stipend payments.*Provide post-award support to external awards that are housed in the Institutes; activities will include monitoring faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out. Monitor research awards for compliance with university and sponsor policies.*Apply principles of financial management and cost accounting standards to prepare reports including analysis and forecasting for Institute budgets, gifts, and programs.*Serve as fiscal contact for gifts, events, matching, and sponsorships. Track expenditures using project cost accounting.*Establish new budgets and processes for monitoring and approving expenditures. For institute budgets, review and approve purchases for goods and services. Monitor Institute commitments and prepare regular reports for the Administrator.*Serve on ad hoc complex proposal teams.Financial Transactions and Reporting*Tracks departmental revenue and expenditures. Allocate transactions to the appropriate project cost accounting codes, review transactions on a monthly basis, investigate and correct errors as needed, ensuring budgets are reconciled in a timely manner.*Analyze transactions to ensure alignment with budgeting requirements and compliance with established policies and best practices.* Communicate with appropriate departments and other campus offices to initiate budget and salary transfers, fellowships, and changes in payroll for those outside the organization.* Continually review processes to ensure conformance to university and sponsor policies for fiscal compliance. Human Resources Administration and Payroll*Serve as the Institute's hiring manager (HR Initiate 2, Manager) to post positions and provide administrative support for Institute hires. Work with Administrator or College of Engineering HR staff to identify best practices, problem solve, and provide guidance to managers hiring staff in the Institute.*Manage payroll and cost center allocations for all staff in Institutes and associated facilities, with strict attention to detail to avoid errors or late payments.*Serve as backup approver for Administrator.*Under supervision of Operations Manager, add new hires, update appointments and costing allocations for MolES, CEI, MAF, and WCET employees.*Manage payroll for Molecular Engineering PhD students and CEI Grad fellows. Collect funding information and ensure that students are appointed and paid properly, with strict attention to detail to avoid errors or late payments*Disburse MolES and CEI Grad Fellows student scholarships and fellowships in SDB.*Manage payments to CEI REU undergrad students and teachers. *Pick-up and distribute paychecks when required, identify and investigate overpayments/underpayments, and perform corrective actions as necessary.*Accounts for the complete FTE distribution for each individual by completing a thorough analysis for our supervisory orgs for each payroll cycle. Other*Participate in college/school meetings and contribute to committees.*Serve on event teams to support large events, conferences and summer programs.*Provide building support services in absence of MolES-NanoES building staff.*Attend CERAN meetings.*Other duties as assigned.REQUIREMENTS: *Bachelor's Degree in Business Administration, Higher Education Administration, or a related discipline. Equivalent experience can substitute for degree requirement.*Two to three years' experience in administration, higher education, and/or fiscal management*Flexibility and willingness to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.*Excellent oral and written communication skills.*High level of professionalism, organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team.*Experience establishing new processes and/or independently managing administrative or financial processes.*Ability to exercise independent judgment and work independently to resolve problems.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED EXPERIENCE*Experience managing payroll.*Strong organizational and problem-solving skills; administrative creativity and strong initiative.*Experience managing a team, working in an academic institution, working with faculty across departments or in an interdisciplinary unit.*Knowledge of UW systems, processes, and procedures (particularly Workday).This position reports to the Administrator and works closely with other fiscal specialists and program manager in the core of collaborative staff that supports related interdisciplinary research units and actively develops shared resources and best practice and collaborates on shared initiatives and events.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.
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