Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 244565 Department: DEPARTMENT OF MEDICINE: METABOLISM Job Location: Seattle - Other, Seattle - South Lake Union Posting Date: 03/21/2025 Closing Info: Open Until Filled Salary: $4,517 - $5,500 per month Other Compensation: Shift: First Shift Benefits: 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. 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.
The Division of Metabolism, Endocrinology and Nutrition has an outstanding opportunity for a Program Operations Specialist to join their team.
POSITION PURPOSE
The Division of Metabolism, Endocrinology and Nutrition has an outstanding opportunity for a Program Operations Specialist to support the UW Medicine Diabetes Institute.
The Program Operations Specialist will work with the faculty, clinical, and research teams to effectively facilitate work flow and promote a collaborative work environment. They will work closely with faculty, clinical, and research teams to provide administrative, financial management, and technical support for program operations, research projects, business operations, and administrative operations.
This position is required to use independent judgment, critical thinking, and expert knowledge of the academic clinical trial healthcare operations to effectively facilitate the work flow and support a robust division with significant clinical, academic, and research aspects. This position plays a key role in ensuring seamless financial and programmatic oversight while supporting UWMDI’s research mission and strategic goals.
It is critical that this position be able to prioritize numerous concurrent tasks and manage both short term and long-term multi-step tasks. The position will maintain dynamic communication with the faculty, clinical team, research staff, numerous UW, and UWMDI departments, federal agencies and industry partners.
This position provides critical financial and research support for multiple sponsored projects led by the UWMDI Director and the Director of Integrative Data Sciences and Multi-center Coordination. The role collaborates closely with the UWMDI Program Manager and Principal Investigators (PIs) to guide overall programmatic direction and ensure alignment with institutional and sponsor priorities for their assigned program.
DUTIES AND RESPONSIBILITIES
Integrative Data Sciences Program Management: 50%
• Manage financial operations of the UWMDI’s Integrative Data Sciences Program, including:
o Analyze and reconcile federal, private, and industry research budgets.
o Forecast expenditures and proactively communicate financial status to leadership.
o Process and troubleshoot expense transfers to ensure timely and accurate allocations.
o Manage purchasing activities through Workday, to include ProCard and Departmental CTA oversight.
o Ensuring adherence to university policies and sponsor regulations regarding facilities and administrative overhead allowances.
o Develop, compile, and disseminate reports for funders, ensuring accurate reconciliation of research and gift accounts per University guidelines.
• Oversee and facilitate the day-to-day operations of the Integrative Data Sciences Program, ensuring alignment with institutional priorities and programmatic goals. Serve as a key liaison between the Director, leadership, and external stakeholders to drive program effectiveness.
• Lead business planning and performance reporting by analyzing program data and financials. Generate strategic reports to inform leadership decision making, identifying key risks and opportunities to optimize operations.
• Organize and contribute to long-term strategic planning initiatives, preparing and presenting programmatic insights and recommendations.
• Develop, implement, and maintain operational policies and procedures to enhance program efficiency and compliance.
Finance and Research Support (20%)
• Oversee administrative management to support research operations, including:
o Manage the UWMDI Shared Equipment Calendar, including user support, billing, and general administration.
o Provide administrative and financial support for the UWMDI, the UWMDI Director’s research group and the UWMDI Clinical Research Unit (CRU).
• Collaborate with UWMDI Manager to support financial operations of UWMDI, including:
o Analyze and reconcile federal, private, and industry research budgets.
o Forecast expenditures and proactively communicate financial status to leadership.
o Process and troubleshoot expense transfers to ensure timely and accurate allocations.
o Manage purchasing activities through Workday.
o Ensuring adherence to university policies and sponsor regulations regarding facilities and administrative overhead allowances.
o Develop, compile, and disseminate reports for funders, ensuring accurate reconciliation of research and gift accounts per University guidelines.
• Support pre- and post-grant processes, including:
o Format and prepare sponsor required documents, including biosketches, other support documents and annual research progress reports.
o Coordinate submission of just-in-time requests and compliance documents.
o Schedule monitors’ visits, and prepare tables for Severe Adverse Events.
o Prepare SAGE budgets and submit award modifications in alignment with current federally negotiated benefit rates.
o Upload pre-award documents to sponsor’s application system to include Proposal Central, ASSIST and eRA Commons.
o Prepare new award setups through SAGE, review incoming awards, and notify the UWMDI Program Manager and Directors of any discrepancies from pre-proposal expectations.
o Submit award modifications by gathering compliance documents for OSP and updating budgets to align with current federally negotiated benefit rates. Develop, compile and disseminate reports for funders and reconcile research and gift accounts per University guidelines.
o Organize and participate in research group meetings to facilitate collaboration and track progress.
Program Oversight for UWMDI Administration (10%)
• Manage and coordinate high-profile speaker visits and invited guests for the UWMDI and Diabetes and Metabolism Seminar Series, featuring lectures by nationally recognized experts. Responsibilities include:
o Strategizing and executing all logistical aspects including travel arrangements, honoraria, and accommodations.
o Managing communications with external advisory board members and other distinguished guests to ensure strategic engagement.
o Planning and directing annual meetings, ensuring seamless execution of scheduling, procurement and communications.
Administrative and Executive Support (5%)
• Oversee the UWMDI Director’s schedule, correspondence, and travel arrangements, ensuring efficient time management and prioritization of strategic activities.
o Prepare detailed itineraries and coordinate complex travel and lodging reservations.
o Process and track travel reimbursements to maintain financial accuracy.
Digital Communications and Stakeholder Engagement (5%)
• Direct and maintain UWMDI’s digital presence, ensuring that the website reflects accurate and up-to-date program information, including affiliate lists, award announcements, and institutional media.
• Manage all UWMDI social media accounts, implementing a consistent and engaging communication strategy to enhance public and stakeholder engagement.
• Exercise independent judgment in managing communication with external and internal stakeholders, ensuring appropriate messaging and timely responses.
Facilities and Operations Oversight (5%)
• Oversee facility operations, including space assignments, IT coordination and general institute space management.
• maintain and track equipment inventory, ensuring proper backup and maintenance protocols to support research continuity.
• Represent UWMDI in building committee meetings, disseminate key information and recommending operational improvements for facility efficiency.
• Act as the primary liaison for vendor negotiations, service agreements, and contract management, ensuring cost-effective and high-quality services.
Strategic Initiatives and Special Projects (5%)
• Lead and execute special projects in alignment with UWMDI’s research and operational objectives, ensuring timely and successful completion.
• Oversee the planning and execution of special events, including donor engagement initiatives and strategic outreach efforts.
• Partner with the UWMDI Director to design and implement collaborative events that drive institutional synergy and cross-disciplinary research initiatives.
• Co-lead, with UWMDI Program Manager, the facilitation of the annual Scientific Advisory Board meeting for the Institute, ensuring robust engagement and actionable outcomes.
• Perform additional duties as assigned to support the mission and operational effectiveness of UWMDI.
MINIMUM REQUIREMENTS
Bachelors degree in Business Administration or related field AND one year or related work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
• Excellent organization skills with strong attention to detail, strong problem-solving skills, resourcefulness and flexibility to adjust to dynamic work situations.
• Demonstrated ability to prioritize competing demands to successfully meet multiple deadlines and project milestones, strong follow through.
• Advanced skills and work experience, particularly with Excel but also with Microsoft Word and PowerPoint.
• Excellent written, verbal and interpersonal communication skills.
• Customer service orientation; initiative and responsiveness.
• Self-starter with the ability to work independently, exercise good judgement and make decisions when necessary.
• Strong collaborative and leadership skills; team orientation, consultative.
• Aptitude for learning new skills to support changing needs.
• Willingness and ability to learn new systems and to implement new processes in response to changes.
DESIRED QUALIFICATIONS
• Experience in the preparation of grant proposals and eGC1s.
• Management of federal grants and contracts.
• Experience with Workday system.
• Demonstrated ability to work well under pressure.
Application Process: The application process 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 access 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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