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 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 is recruiting for a Program Operations Specialist.
The primary purpose of this position is to provide direct support to operations of the School Mental Health Assessment, Research, and Training (SMART) Center, a collaboration between the UW School of Medicine (SoM) and College of Education (CoE).
The successful candidate will be the administrative and operations lead for the SMART Center, reporting to its Co-Directors, and supporting over 10 faculty and 30 staff across in the SoM and CoE to accomplish its mission. The successful candidate will be able to work independently and successfully in a team-based environment, take initiative, prioritize carefully, and accomplish a broad array and volume of both administrative and mission-focused tasks.
The mission of the SMART Center is to promote high-quality, culturally-responsive school mental health programs, practices, and policies to meet the social, emotional, and behavioral needs of all students. The SMART Center aims to accomplish this mission via an array of federally funded research projects from the Institute for Education Sciences (IES), National Institute of Mental Health (NIMH), foundations, and others sources; and through provision of training, technical assistance, and evaluation to school districts, counties, and states across the U.S. and Canada.
Center Operations •Maintain routine communication, track overall Center-wide action items and deliverables, and coordinate assignment and effort allocation of team members to projects •Facilitate Center-wide meetings to include scheduling calls/meetings, agenda development, action items tracking, and clear communication to staff and faculty •Manage agendas and logistics of strategic planning meetings, events, faculty and other center retreats, trainings, and SMART Center speakers, in person, and virtual events. •Represent the SMART Center at PBSCI, Division of Child Psychiatry, and School of Medicine administrative entities as needed •Oversee space allocation and coordinate with property management and Departments with which SMART shares space •Manage supply inventory •Potential to supervise one or more Administrative, Research Assistants, and/or student worker who aid in SMART Center operations
Fiscal Management: Budgets and Grants •Oversee equipment, software, supplies, and other purchases for individual projects and the SMART Center overall •Serve as a resource for project teams’ development of budgets and subcontracts and interactions with the Office of Sponsored Programs •Expertly navigate UW software including Ariba, SAGE, MyFD and others to carry out job functions •Approve field advances, purchases, travel in UW systems; ensure allowable with UW and award policies; help troubleshoot systems and provide guidance on best methods of administering funds •Manage travel logistics for visiting applicants and scholars
Personnel Hiring and Management •Continually evaluate staffing needs and availability across SMART subteams and projects, including maintenance of a master document of percent effort across teams and projects •Manage position posting and hiring across multiple teams, including development of job descriptions and salary levels, resume review, applicant communications, tracking applicants, the interview process and reference management. •Communication with UW PBSCI human resources (HR) about hiring and personnel issues as needed •Support faculty regarding human resources and staffing rules and updates •Coordinate regular staff performance reviews, as well as 360 performance reviews of faculty performance •Oversee onboarding of new employees •Update/maintain employee handbook(s) and faciliate updating of center policies and procedures •Coordinate HR activities for hourly workers/consultants •Facilitate the processes for staff salary increase and position changes
Communications and Other Tasks •Manage relevant SMART Center ListServs •Oversee monthly internal staff newsletter •Oversee SMART promotional items, staff gifts, and events •Manage flow of communication for email inquiries to the SMART Center •Post on and monitor SMART Center social media •Aid in management and updating of the SMART Center website •Attend project meetings as appropriate •Other duties as assigned
REQUIREMENTS: •Bachelor’s Degree in Business Administration, Finance or other related academic discipline, or any equivalent combination of education/professional experience •4-5 years work related experiences in Business Administration, Finance or other related academic discipline, or any equivalent combination of education/professional experience
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Experience with federal sponsors such as NIH, SAMHSA, and IES as well as nonfederal sponsors such as school districts, counties, states, and foundations •Experience with UW financial and administrative systems (ARIBA, Psychsource, etc.) •Excellent verbal, written and interpersonal skills •Demonstrated problem-solving and fiscal skills, strong detail orientation and ability to adeptly manage multiple deadline dependent priorities •Ability to interpret and apply University operations and related administrative and fiscal compliance guidelines and practices. •Experience with K-12 school settings •Familiarity with mission, functioning, and operations of academic research centers
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.