Research - Laboratory/Non-Laboratory, 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 six consecutive years. The Applied Physics Laboratory at the University of Washington (APL-UW) is a national center for advanced science and engineering research and development and education. APL-UW was formed in 1943 for the U.S. Navy to bring university research resources to bear on urgent WWII defense problems. APL-UW has developed an international reputation for its broad based programs in science, engineering and for designing, building, and deploying the advanced technology required to meet the research needs of numerous government and commercial sponsors. With modern facilities, equipment and over 350 talented researchers and staff, APL-UW provides a unique, dynamic work environment with many opportunities. APL has an outstanding opportunity for a Program Operations Specialist.The Program Operations Specialist position provides programmatic, administrative, fiscal, and grants/contracts management support to the Polar Science Center (PSC) at the Applied Physics Laboratory. The position will be the main contact for PSC's administrative tasks, and will provide fiscal (e.g., create reports) and pre-/post-award support for research projects (e.g., create budgets and manage project operations) under the direction of PSC Administrator.The Polar Science Center is comprised of 15 principal investigators, six scientific support staff, and numerous postdoctoral scholars and graduate students. Together the department conducts research on more than 70 grants and contracts, totaling $11M per year. For more information, please visit: Polar Science Center websiteRESPONSIBILITIES:Program Operations:Provide direct administrative support for the department and responsible for maintenance of day-to-day office activities. This may include creating purchase requests, handling shipping and delivering, archiving, and answering phone calls.Organize and coordinate logistics of all aspects of the Department sponsored conferences and workshops.Update and maintain Department email, websites and social media accounts.Work closely with the Department Administrator to maintain efficient office operations (e.g., identifying current processes that are not value-added and providing possible solutions, and creating Standard Operating Procedures (SOP) for each process).Provide support for the annual Polar Science Weekend (PSW) event at the Pacific Science Center. Assist the PSW coordinator with volunteer recruitment and equipment transportation to and from the Pacific Science Center. Provide administrative support on site.Provide department-level onboarding for new hires; this may include setting up office space, mailboxes, and phone connection.Other duties as assigned.Fiscal assignments:Process Purchase Request, travel reimbursements, expense transfers for Department employees. Follow up with fiscal staff, vendors, internal and external customers to resolve problems.Coordinate with fiscal staff members in preparing paperwork for project codes set up and fund allocations.Grants and Contract Management:Update and maintain Departmental proposal submission spreadsheet.Update and maintain PI's Current and Pending Support (C&P), Collaborative and Other Affiliations information (COA), and other documents required for proposals as necessary.Assist in all aspects of proposal submission. This may include creating eGC1, budget, budget justification, uploading proposal files electronically, etc.Assist the Department Administrator with post award administration. Activities include invoice monitoring, renewal, reporting and closeout processes. This position is responsible for PSC's Responsible Conduct of Research (RCR) implementation.Attend the UW Monthly Research Administrator Meeting (MRAM) webinar regularly.Prepare closed budget files for storage according to records retention policies.REQUIREMENTS:Bachelor's degree in Business or related field. Equivalent experience can substitute for degree requirement.At least two years of program and fiscal administration experience.Demonstrated expertise with Microsoft Office suite, particularly Excel and Word. 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 directors and principal investigators.Ability to work independently, take initiative and ownership of work, successfully prioritize, and manage multiple projects in a deadline-driven environment.Excellent organizational skills, attention to detail, and follow through.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED:Prior experience with research grant and contract administration in an academic environment.Proficient in relevant University of Washington systems and databases or similar systems at other workplaces and/or the ability to learn new systems quickly: required systems include SAGE, Grant Tracker, -Workday, Enterprise Data Warehouse, My Financial Desktop.Prior experience managing Federal grants, contracts.Proficient in UW policies and procedures, particularly related to extramural award processing and management.CONDITIONS OF EMPLOYMENT: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 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.