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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 four consecutive years.
The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 285 full-time faculty members, 280 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry and Behavioral Sciences currently has an outstanding opportunity for a Program Operations Specialist.
Position Purpose: Manage day to day administrative operations of the AIMS Center (https://aims.uw.edu/), including:
Personnel: Develop job descriptions, screen applicants for minimum qualifications, conduct reference checks; Partner Relationships: Collaborate with Center Co-Directors and consultants/subcontractors to create the scope of work, timeline and deliverables for consulting/subcontracting agreements, track renewal and compliance with Center/Department/UW/funder requirements, assist consultants and subcontractors with getting set up as vendors and creating/submitting invoices for services); Pre-Award-Grant Contract/Service Contract Administration: Assist Center Co-Directors and faculty with development of pre-award research grant and contract materials, including facilities and resources documentation, biosketches, other support, budgets and budget justifications, coordinating bids for internal and external services like ITHS, coordinate submission with ABC Shared Services); Service Contracts: Collaborate with Center Co-Directors to develop and manage service contracts, including developing scope of work, deliverables, timeline, budget; Post-Award Grant/Contract/Service Contract Administration: Collaborative with Center Co-Directors and faculty with writing and submitting progress reports to funders, develop detailed budget projections and report variance to Center Co-Directors monthly, monitor compliance with Center/Department/UW/funder requirements, collaborate with Grant & Contract Accounting to develop and submit financial reports to funder; Financial Operations: Process accounts receivable/payable, reconcile budget expenditures, process financial transactions, provide monthly financial reports to the Co-Directors).
Collaborate with Center Co-Directors and faculty to develop and manage service contracts for the AIMS Center to provide training, practice coaching, and evaluation services to diverse healthcare organizations nationally and internationally
Track on completion of service contract deliverables and invoice recipient organizations accordingly
Collaborate with Center Co-Directors and faculty to manage sponsored projects (grants and contracts)
Collaborate with Center Co-Directors and faculty to write progress reports for funders
Develop and use detailed budget projections and report variances to Center Co-Directors on a monthly basis
Monitor compliance with Center/Department/UW/funder requirements, including federal Uniform Guidance
Collaborate with Grant & Contract Accounting to develop and submit financial reports to funders
Review Faculty Effort Certifications (FECs) and Grant and Contract Certification Reports (GCCR) to insure accuracy of information
Collaborate with Center Co-Directors and faculty to develop service contract scope of work, timeline, budget, contract deliverables
Review service contract terms and conditions for common elements needing revision
Collaborate with School of Medicine business unit to review service contract terms and process agreements
Assist Center Co-Directors and faculty with development of sponsored project research grant and contract materials
Review / revise / develop facilities and administration component of sponsored project applications
Review / edit / maintain key personnel biosketches and serve as liaison with ABC Shared Services, Office of Sponsored Projects, and external partners (for subcontracts) as part of developing grant and contract proposals for submission
Maintain federal Other Support documentation for Center key personnel, periodically updating as needed; supply to sponsors and partners as needed on behalf of Center faculty and staff
in collaboration with Center Co-Directors and faculty, develop sponsored project budgets and budget justifications
Coordinate bids for internal and external services in support of sponsored project proposals (e.g. ITHS, subcontractors)
Communicate with partners to gather letters of support
Coordinate sponsored project submissions with ABC Shared Services
25% Financial Operations:
Develop and manage project budgets; conduct budget projections and advise center leadership
Develop monthly financial reports to Center Co-Directors that roll-up all Center revenue streams into a single report
Create and submit invoices for service contracts, track receipt of payment, process payments
Coordinate vendor agreements with Purchasing
Responsible for reconciliation of budget expenditures, coordinate review/approval for each budget, process travel reimbursements, general reimbursements, supply purchases
Facilitate accounts payable (e.g. support consultants, subcontractors, and other vendors with Ariba registration), track vendor invoices and payments), track vendor invoices and payments
25% Personnel Operations:
Collaborate with central HR to manage personnel operations for the Center
Develop and facilitate staff trainings
Manage costing allocations for Center staff and faculty
Develop job descriptions
Screen applicants for minimum qualifications; conduct reference checks
Coordinate hiring processes with Department HR
10% Partner Relationships:
Create and process consultant agreements
Track consultant requirements, maintain documentation regarding compliance with consultant requirements
Assist consultants and vendors with getting set up in the UW payment system and creating/submitting invoices
track consultant invoices and payments
Ensure compliance with Center/Department/School of Medicine/UW/state/funders policies and requirements
Bachelors Degree and 3-4 years experience
Demonstrated excellent organizational skills
Demonstrated excellent communication skills, including effective interpersonal relationships with project investigators, staff, faculty, consultants, and similar
Mid-level Excel skills, including formulas, pivot tables and similar
Demonstrated effective oral and written communication skills
Demonstrated ability to manage high volume of work, juggle competing priorities and deadlines, and communicate to stakeholders when reprioritization is needed
Experience with HR operations
Strong fiscal skills including budget development, budget projections, reporting, and fiscal operations
Experience with sponsored project pre-award
Experience managing consultants and subcontractors
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.