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The Department of Biological Structure is a Basic Science department within the School of Medicine and has amongst its faculty, leaders in the fields of Neurobiology and Structural Biology. The Department occupies approximately 31,000 square feet of research and administrative space within the Health Sciences Building. The broad mission of the Department of Biological Structure is to create an environment for the highest quality in scientific education and research. More specifically, the Department strives to provide educational opportunities for students in the schools of the health-related sciences, the Graduate School, and selected undergraduate programs of the University, and to contribute to the advancement of knowledge through creative research and scholarship in those areas of biology that the faculty selects to pursue. In addition, the Department manages the Willed Body Donor Program, which is an essential program that supports medical student training in the School of Medicine.
The Department of Biological Structure holds diversity and inclusiveness as core values and emphasizes their importance throughout their research, education and practice. They strive to create a climate that fosters belonging, respect and value for all within the scientific community and the institution.
The Department has an interdisciplinary faculty comprised of 16 primary faculty members, an estimated 16 postdoctoral fellows, 6-10 PhD graduate students and 12-15 research staff, all of whom are actively engaged in the department. The Department is planning more growth by recruiting new faculty in the near future. The Department has 5 administrative staff members, plus 3 staff members supporting the Willed Body Program, and an annual operation budget of $10 million that include state, RCR, gift, self-sustaining and research funded accounts. Approximately 36 faculty, including members of the Allen Institute of Brain Science and the Fred Hutchinson Cancer Research Center are Affiliate or Adjunct members of the Department participate in many important departmental activities.
The Department of Biological Structure has an outstanding opportunity for an Administrator.
The Administrator reports to the Chair of the Department as well as the Director of Business and Operations of the School of Medicine and is the business manager/senior administrative support representative for the Department. As such, the Administrator has a comprehensive range of responsibilities, including: financial planning/management, budget development, supervision of the Department's classified and professional/exempt staff, personnel, payroll, purchasing, special project support, academic appointments and other administrative functions.
As a UW SOM Department Administrator, the incumbent carries out duties prescribed by the directing, overseeing, or partnering institutions and organizations. The critical knowledge and skills are organized into the areas of: Human Resource Management, Financial Management and Development Activities, Operations Management, Information Management, Research Management, Compliance and Risk Management, Facilities Management and Educational Program(s) Management. He/she acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, management advice and strategic insights. In addition, the Administrator is the Department's primary working-level interface with the Dean's Office and other departments in the University regarding administrative issues.
Financial Management and Development Activities: Manages or oversees the financial resources of the department to include budgets and funds from federal, state, private, University, and foundation sources to ensure ethical and fiduciary practices. Key financial management skills for the SOM Department Administrator are:
• Interacting with faculty and staff to facilitate the department’s ability to achieve scientific and educational goals • Interpreting policies and regulations concerning the department’s financial activities; ensuring compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors • Development and implementation of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions • Maintaining a working knowledge of the department’s financial operations, funding sources, policies, and procedures • Understanding and appropriately utilizing the department’s multiple sources of income, including State-derived budgets, indirect cost recovery funds (RSA/RCR), federal grants, gift, royalty and endowed accounts, industry and other sponsored contracts and agreements • Translating department objectives into financial assumptions for short-term and/or long-term planning • Projecting department revenue and expenses and developing budget models to guide the faculty or department • Prioritizing initiatives or programs in line with the department’s financial goals, negotiating or assigning resource allocation, and supporting work teams to achieve revenue/expense objectives • Compiling, interpreting, and communicating financial information to various audiences, including the department leadership, the faculty, stakeholders within UW Medicine, and external stakeholders as appropriate • Providing regular financial reporting, as appropriate, to the Chair and Department faculty o Working understanding of UW system of budgets and fiscal reporting and ability to interpret and guide faculty • Calculating financial performance ratios, other metrics, and benchmarks to keep the faculty/department competitive and financially viable • Identifying and using UW proprietary and commercial financial software applications to facilitate department cost accounting, billing/collections of recharge centers, forecasting, and planning • Analyzing and controlling budget variances to ensure prudent fiscal management • Designing and monitoring systems of measurement and internal controls to safeguard assets and resources and to satisfy auditing requirements • Planning, organizing, and directing the department’s financial support operation, including the planning, budgeting, and accounting functions o Developing and implementing appropriate internal controls o Assigning, directing, and reviewing the work of staff who maintain department budgets/accounts o Establishing and maintaining the department’s account management procedures o Implementing appropriate University policies and procedures for payroll, purchasing, travel requests, and reimbursements • Assisting in department development activities; helping identify, develop, and cultivate potential and current sponsors, donors, and other sources of gift revenue • Developing and monitoring policies and procedures to direct financial activities and establishing the department’s position on financial matters • Overseeing two departmental cost centers (Zebrafish Facility and Willed Body Program) finances, including quarterly reports and annual rate reviews.
Human Resource Management: Manages and oversees the human resources of the department, to include the faculty and the department staff, in accordance with University of Washington and School of Medicine policy and procedures. The Administrator serves as the Hiring Manager for the Department. Key human resource (HR) management skills for the SOM Department Administrator are:
• Drafting and developing position descriptions; working with Campus HR and AHR, Dean’s Office, PIs, managers, and with ABC Shared Services to post new positions for the Department • Directly supervising 5.0 FTE professional staff and 2.0 classified staff positions that includes annual reviews, corrective action, time-management and mentoring the employees • Oversees and provides consult to PIs and managers for new positions, corrective actions, terminations, promotions, salary increases and other HR related actions • Interpreting and integrating federal, state, UW, SOM, and other local laws and agreements into department policies and procedures • Developing and/or utilizing HR measurement/monitoring systems • Responding to and assisting in needs/requirements for faculty and staff in training and coaching personnel • Negotiating faculty/staff relations to represent viewpoints and positions fairly • Monitoring interpersonal dynamics and actions to eliminate physical risks to personal safety • Articulating appropriate workplace behavior and fostering compliance, identifying concerns and/or problems, and utilizing appropriate resources to assist in resolution • Monitoring and updating pay policies against published trends/benchmarks or SOM policies/directives • Coordinating or assisting in the annual Merit Review process for faculty and professional staff • Developing and implementing departmental organizational chart • Coordinating and/or assisting in the faculty Appointments and Promotions (A&P) process • Working with the Chair to develop or implement strategic plans for the deployment, recruitment, or retention of faculty • Determining and implementing departmental staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as necessary • Identifying core competencies and job responsibilities specific to staff positions and creating clear position descriptions and expectations • Giving/receiving feedback to improve staff and organizational performance
Operations Management: Manages or oversees department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities. Key operations management skills for the SOM Department Administrator are:
• Coordinating a variety of general administrative activities necessary to the department’s day-to-day operations • Understanding and implementing change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies • Negotiating or building new relationships, partnerships, or coalitions to advance the department’s vision or mission • Assessing the need for additional resources and identifying the source of additional resources to fit with a department initiative or vision • Communicating planning factors to the faculty and staff to integrate activities with requirements or emerging trends • Collecting or assisting in the collection of data and evaluating data to initiate or assist in the initiation of a proposed new program or activity • Building consensus on the most appropriate approach to an organizational issue • Organizing or administering faculty meetings, retreats, or other communicating, decision-making or planning sessions, as well as outward-looking major symposia and seminars • Ensuring a process is in place to comply with UW records management directives • Understanding and managing training programs to include fellowship, undergraduate, and graduate
Information Management: Manages or oversees the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture. Key information management skills for the SOM Department Administrator are:
• Coordinating and managing the department web site and links including all aspects of department functions: outreach activities, research enterprises, faculty bio-sketches and publications, and training programs • Developing written communication materials which may include department newsletter, development brochures, and other information to support public relations, scientific presentations, development activities • Coordinating and participating in public relations and/or fundraising events including donor relations and representing the department at University and external functions; collaborating with SOM Development for fundraising events and issues o Generating ideas to help market the department’s faculty, teaching programs, or research • Ensuring a viable and secure Information Technology architecture is in place, and educating faculty and staff to the importance of and compliance with a configuration management plan and policy • Assessing short-term/long-term Information Technology (IT) needs of the department and specific faculty, labs, or centers • Assessing and evaluating new IT programs to understand the cost/benefit ratio • Understanding the needs for and assisting in the planning of deployment of new IT affecting the faculty, be it from the medical center or the SOM/UW • Authorizing and resourcing the procurement of hardware or software as required; assuring compliance with licensing agreements • Ensuring faculty have access to sufficient information to make appropriate decisions, for buy-in with important decisions, or for implementation of decisions • Implementing telecommunication and computer network systems • Ensuring that electronic files and communications are properly backed up and retained in accordance with department, SOM, and UW policies and directives • Interpreting and integrating IT security requirements on a continuing basis o Ensuring maintenance of virus protection, security patches on individual servers, and accountability for software installation o Ensuring security of backup systems • Ensuring proper disposal of surplus information systems
Research Management: Manages or oversees the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues. Key research management skills for the SOM Department Administrator are:
• Designing and implementing administrative procedures for grant and contract administration o Understanding and maintaining UW cost accounting standards • Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW • Assisting faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals • Reviewing and approving all department grant and contract applications • Coordinating interactions with the Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate • Coordinating the transfer of research projects from other institutions when their principal investigators become faculty at the University of Washington (newly appointed faculty) • Representing the department in negotiations with federal contract officers and other sponsoring agencies/foundations, as appropriate • Managing funded projects or programs, requesting new budgets or extensions of existing budgets, maintaining active files; accounting for sponsored funds and budgets, procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, responding to queries from sponsor managers/teams, coordinating site visits, and submitting competitive renewals • Managing the quarterly Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided • Managing databases related to the collective research of the department to report to various UW, SOM, and federal agencies or offices • Accounting for facilities used in sponsored research through the SIMS or the current information technology available for that purpose
Compliance and Risk Management: Promotes compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements. Key compliance and risk management skills for the SOM Department Administrator are:
• Implementing current HIPAA policies regarding Protected Health Information (PHI), as it is related to IT equipment, email communication, phone or other communication, and proper handling, disposal or destruction of information and documents; ensuring all faculty and staff complete required training modules • Assisting the health sciences leadership to monitor physical presence by ensuring all faculty and staff receive appropriate identification or access authorization • Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff • Building and maintaining relationships with SOM legal and administrative resources and the UW Office of Risk Management to ensure most appropriate actions or response to administrative matters • Building and maintaining relationships with the UWPD staff to determine various options for security, preventing or managing workplace violence, handling of suspicious mail, etc. • Investigating or referring all claims of inappropriate behavior or actions • Assessing the department for operational risk due to financial management, potential loss of faculty, etc. • Developing and implementing a department-specific internal audit plan for activities that put employees at risk or require corporate compliance • Ensuring that all new employees receive an orientation on health and personal safety, as it relates to the work place; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting • Demonstrating understanding of compliance infrastructure for UW Medicine and serving as a department liaison to compliance offices • Integrating knowledge of compliance policies into department operations and guiding full implementation within the department
Facilities Management: Manages or oversees facilities to ensure effective, efficient, and safe operations and preservation of resources. Key facilities management skills for the SOM Department Administrator are:
• Assisting the Chair in reviewing and assigning space to staff and faculty, including research lab areas and offices; coordinating moves and/or relocations of offices, laboratories, and personnel • Developing written material for long-range space planning including major renovation projects; collaborating with the Chair and working with the Dean’s Office when appropriate, to develop business plans and proposals to support requests for additional space • Interpreting and integrating federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources • Building and maintaining relationships with the medical centers’ facilities staff to ensure timely correction of deficiencies/repairs to facilities and to ensure compliance with remodeling and facility modification guidelines • Directing the physical plant related activities such as building/equipment inspections and upgrades; planning for and overseeing all renovation projects • Ensuring compliance with fire and safety codes, which includes working closely with Environmental Health and Safety; ensuring compliance with directed inventories of HAZMAT and other controlled laboratory chemicals or material • Overseeing the overall department management of the equipment inventory system including surplus or returning capital equipment, as necessary o Accounting for department space utilization through the SIMS or the current information technology available for that purpose
Educational Program Management: Supports program Administrator(s), staff, and faculty in management of educational program(s). Key educational program management skills and/or responsibilities for the SOM Department Administrator are:
• Supporting faculty leaders in the management of educational programs o Directly supervising educational support staff o Assisting in financial/resource support of educational programs, including identifying department funds and/or in fund-raising activities or planning o Assisting faculty leaders or support staff in mission-critical requirements, including internal and external program reviews, changes in program requirements as directed by the Graduate School/SOM, as well as other difficult or non-routine assignments o Responding effectively to individual requests from graduate students • Interpreting and integrating federal, state, UW, SOM, professional society, and other local laws and agreements into departmental policies and procedures • Supporting periodic program reviews for accreditation/certification and training grant renewals • Overseeing academic appointments of visiting scholars and visiting scientists
Willed Body Program: Oversight of the financial management of the Willed Body Program, including quarterly reports and annual rate schedule renewal. Is familiar with and provides input into legal/administrative, and programmatic policies of the program. Response/oversight of communications to Donors, Vendors, and Clients of the program.
MINIMUM REQUIREMENTS • Bachelor's Degree in Business Administration, Health Care Administration or similar field, plus a minimum of five years relevant experience. • Management-level administrative experience, preferably in a research institution environment or academic medical center. • Demonstrated competence in financial operations, business planning, financial analysis, and strategic planning. Experience in managing complex Recharge Centers. • Supervisory and office management experience. Demonstrated experience working with large, highly structured personnel systems. • Proven leadership, communication, team building and problem-solving skills. • Demonstrated ability to effectively address complex and sensitive administrative issues. • Functional understanding of research grant administration. • Proficient in Excel with experience working with interactive Excel workbooks and proficient with formulas and data manipulation.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS • Master's degree and three years of experience. • Experience in a medical school, research institute or university setting. • Experience in Continuous Process Improvement. • Experience in performing sophisticated financial analyses using personal computer software, as well as general experience with IT issues and requirements in a departmental setting. • Knowledge and/or experience of state and RCR accounts.
CONDITIONS OF EMPLOYMENT 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 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.