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.
The Department of Global Health was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs and policies. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. At the Department of Global Health at the University of Washington, diversity is integral to excellence. The Department recognizes that disparities in health around the globe stem from inequity. The Department encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. The Department strives to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.
The UW/Fred Hutch Center for AIDS Research (CFAR) is one of the few founding centers in the Department of Global Health. The UW/Fred Hutch CFAR has consistently rated in the top 3 in the US for HIV research and employs some of the most eminent researchers and educators in the field. The ultimate goal of the CFAR is to facilitate HIV research to bring us closer to a cure for the disease. We accomplish this by supporting HIV research at our five consortium institutions (UW, Fred Hutch, the Center for Infectious Disease Research, Infectious Disease Research Institute, Seattle Children’s Hospital/Research Institute), and our international affiliates in Kenya, Peru, Mozambique, Uganda, South Africa, and many other locations. A very important part of our mission is to support HIV research career development of early career investigators. Research conducted by CFAR investigators is wide-ranging and includes areas such as pathogenesis, socio-behavioral and prevention research, vaccine and clinical trial development and management, and mother-to-child transmission. Our CFAR is one of 19 Centers for AIDS Research that comprises a consortium of NIH-funded AIDS research centers in the US. Come join our team and make your own contribution toward solving one of the world’s greatest health challenges of our time!
The Department of Global Health and the UW/Fred Hutch Center for AIDS Research (CFAR) have an outstanding opportunity for a full time Program Operations Specialist.
RESPONSIBILITIES: This position will report to the Associate Director of the CFAR and will support the Center’s administrative operations, including but not limited to the following:
Program and Event Management: •As a key member of the Administrative Core, provide program management support for 3 Cores and 2 Scientific Working Groups who are supporting work on HIV including COVID-19 work, as follows: oStrategic planning support oBudget monitoring and projections oComplex event management oMilestone tracking and reporting •Manage all aspects of CFAR-sponsored events, in cooperation with faculty organizers from CFAR cores and working groups, to include events related to COVID-19. These responsibilities include but are not limited to: oAssess annual work plans to assist faculty to create annual activities schedule oWork with audio/visual techs to ensure that presentations and webcasts work properly oGuide/delegate work of a student assistant for speaker logistics, catering, room reservations, reimbursements, marketing, program databases oManage and monitor budget and expenditures; create budget projections; track speaker reimbursements/payments and ensure speakers are reimbursed in a timely fashion; provide information for funding applications and progress reports oScheduling complex planning meetings oFirst point of contact for videoconferencing reservations across the CFAR oMaintain comprehensive events list •Manage all aspects of the Principles of STI and HIV Research and Public Health Practice course, in cooperation with course co directors and supporting staff. These responsibilities include support for coursework on COVID-19, as well as: oManage multiple budgets supporting the course; project expenditures across multiple budgets with varying rules and allowability; manage and track all expenditures oDevelop agendas and lead monthly planning meetings, along with course directors oLead the work of a student assistant (Canvas/course materials, email communications, facility logistics, onsite support), and assign other tasks as needed oDesign and update process guides and work plans to guide the work of the planning team oManage speaker schedule and travel, participant applications/travel/accommodations, and offsite events, including two receptions and field trips to eight community-based organizations for 80+ attendees oOrganize staffing support during course •Provide administrative and coordinating support as needed
Grants Management: Manage complex pre-award process for annual CFAR renewals and Principles of STI and HIV Research and Public Practice course grant proposals, including reporting on COVID-19/HIV related work, as follows: •Developing reporting process plans •Drafting budgets, reporting templates, and instructions for all CFAR components •Collecting and compiling complex data and multiple documents •Entering human subjects enrollment data for all CFAR studies •Producing and submitting final reports •Develop systems for tracking and reporting on metrics and targets for annual monitoring and evaluation process, progress reports, and competing renewals •Compiling and organizing summaries of supported projects and outcomes •Other grant management support as needed
Fiscal Management: •Budget projections and fiscal management for multiple budgets supporting the UW Principles of STI and HIV Research and Public Practice summer course •Submit orders and reimbursements on PurchasePath, eProcurement, and eTravel; verify compliance and allowability of all transactions/reimbursements in accordance with UW, state and federal policies, rules and regulations •Guide/delegate work of a student assistant to support reporting and membership processes and CFAR-sponsored events, including document management, data entry, processing catering orders, supplies purchases, speaker travel reimbursements, and other reimbursements •Prepare consultancy payments and assist with purchasing activities •Monitor select CFAR core and working group budgets and take necessary action to identify and address issues •Assist with closeout process of prior year budgets, and coordinate to track remaining expenditures and encumbrances •Provide backup documentation for budget reconciliation •Continually review all processes and procedures to identify areas for improvement •Prepare special fiscal reports and projects as assigned •Maintain thorough knowledge of relevant UW fiscal and grant management rules, policies, procedures, and administrative systems
REQUIREMENTS: •Bachelor's Degree in related field such as Business Administration, Public Health or Global Health or equivalent and two to three years of program and fiscal administration experience or equivalent combination of education and experience. •Proficiency with Microsoft Office, in particular Excel. Excel expertise should be at the intermediate level which includes the ability to create moderately complex formulas, create and maintain multi-worksheet spreadsheets, and efficiently design and create logical and accurate spreadsheets to present information for review by CFAR faculty. •Demonstrated ability to take initiative and anticipate challenges before they arise •Ability to work independently, successfully prioritize and manage multiple projects in a deadline-driven environment •Excellent organizational skills, attention to detail, and follow through •Strong ability to communicate clearly and consistently (written and verbal) •Experience in research administration •Experience coordinating the operation of a specialized or technical program
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Experience in an academic setting •Familiarity with UW’s administrative policies and procedures and software systems •Knowledge of UW purchasing and financial systems (including eProcurement, PurchasePATH, MyFD, GrantTracker, SAGE, etc.) •Interest in HIV research •Familiar with biomedical research terminology
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.