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 six consecutive years.
Are you interested in seeing the cosmos the way real astronomers do? Have you dreamed of being part of the world that discovers new worlds? The UW Astronomy Department is where you want to “boldly go!”
The UW Astronomy Department is home to a vibrant, committed community of scholars dedicated to researching and exploring the Universe. Hosting 20 world-class faculty and 34 devoted staff members, this team proudly serves a diverse and growing population of 117 undergraduate majors, 38 graduate students as well as non-majors enrolled in courses in this exciting field of study. Our faculty, staff, and students design, build, or use cutting-edge telescope facilities and computational techniques as part of their research, and are involved in outreach using the department’s on-campus planetarium, mobile planetarium, and the University’s historic Theodor Jacobsen Observatory.
We have an outstanding opportunity for an Administrator.
Reporting to the Chair of Astronomy, the Administrator serves as the Chief Administrative Officer (CAO) charged with managing the daily operations of UW Astronomy and overseeing its participation in supporting research facilities and organizations.
The CAO serves as the principal advisor to the Chair and Faculty Leadership on all matters related to departmental administration while providing sound financial guidance, erudite policy background information, and general management advice. These responsibilities include departmental administration, business planning, financial management, personnel, facilities support, research project support, development, and other functions as necessary. Specific duties include:
Finance: Through resolute compliance with UW Policy and Procedure, the CAO will successfully manage nearly $21 million in annual revenue including: •approximately $4.2 million in state funds, •nearly $14 million in sponsored research funds, •and roughly $2.5 million in self-sustaining funds and gift funds.
The CAO assumes responsibility for all state budgets: tracking expenditures, verifying balances; and providing monthly budget reports, creating budget projections, strategically planning for the future, analyzing spending patterns, and alerting the Chair to unanticipated variations in projection.
Additionally, the CAO will provide other reports as requested by the Chair or other decision makers. The CAO also oversees all gift funds; ensuring gifts are transmitted and acknowledged in a timely fashion, estimate revenues from endowed funds, and scrupulously provides guidance on allowable uses of gift funds.
Sponsored Research: As part of the team charged with the on-going growth and success of the UW Department of Astronomy, the CAO assists faculty with grant submissions. This vital work can include budget preparation, preparing and completing forms and securing sponsor reports. In addition to the ensuring the prompt production monthly reports and budget reconciliations, the CAO provides timely guidance to principal investigators and staff regarding federal, state and university grant policies and procedures and is an important point of liaison for information requests of all types.
Daily Administration: The transactional aspect of this role resides in the oversight of payroll, procurement, accounts payable and receivable and other administrative functions. The CAO is the repository and subject matter expert on UW, state and federal policies and procedures that impact the UW Department of Astronomy.
Personnel: The CAO plays a key role in the adherence to rules around employment and acts as a sentinel in ensuring that applicable policies, labor contracts, and regulations for faculty, classified, professional staff, classified staff, and hourly employees and Academic Student Employees (ASEs) are followed and complied with. With respect to the Faculty, the CAO prepares, assembles, and distributes required documentation for faculty promotion and tenure and reappointment and appointment processes while ensuring compliance with UW and Homeland Security rules and regulations regarding faculty searches, and visa statuses for international visiting students and faculty.
Supervisory: Assigns and monitors work, conducts performance, initiates corrective action, and provides professional development and mentoring as necessary for a hearty band of five administrative staff plus student assistants. Works closely with the Chair to hire and train new staff who share in the vision and purpose of the UW Department of Astronomy. The CAO also coordinates activities of administrative staff supporting large projects within the department (the Astrobiology Program, the Data Intensive Research in Astrophysics and Cosmology (DIRAC) Center, and the Astrophysical Research Consortium business office), ensuring that the staff and projects are trained and compliant with department and UW policies.
Facilities: The CAO acts as the undisputed czar for facilities issues including: •Preparing and analyzing department space and equipment requirements. •Coordinating and managing renovations, moves, maintenance requests, new equipment purchases, surplus, and repairs. •Submitting requests to Facilities for maintenance or alternations. •Ensuring compliance with University, State and federal policies and procedures regarding space and work place safety. •Engaging in all administrative tasks needed to support the department’s involvement in research infrastructure, which includes participation in a large research telescope in Apache Point, NM, a teaching telescope in Eastern Washington, the Large Scale Synoptic Survey Telescope, the Sloan Digital Sky Survey, high performance computing, and the department’s Telescope Engineering Group. •Oversees administrative tasks associated with maintenance and use of the department’s on-campus planetarium, and UW’s historic Theodor Jacobsen Observatory.
Other duties as required
•Bachelor’s degree •At least five years’ experience at a higher education institution in positions of increasing complexity and responsibility •Demonstrated experience managing annual funds totaling at least $10 million •Demonstrated experience in budget projection, problem solving and analytical skills •Proficiency in Excel •Ability to analyze large data sets •Experience supervising, coordinating, and mentoring staff •Strong written, digital and oral communication skills, including tact, diplomacy, and discretion •Ability to work independently, professionally, and proactively with a high degree of reliability and accuracy •Demonstrated collaborative work style and ability to work well in a diverse, collegial workplace •Proven organization and multi-tasking skills in a fast-paced, demanding environment
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience in an R-1 academic institution •Experience with academic personnel (hires, appointment, re-appointment) •Experience with external online systems such as grants.gov, NASA, NIH eRA Commons, and NSF Fastlane •Experience with UW systems, such as Workday and MyFD •Experience managing facilities •Curiosity and imagination •Committed to the proposition that space is the final frontier
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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 may include Work 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.