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The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department 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 SPIRIT Lab (Supporting Psychosis Innovation through Research, Implementation, and Training) in the University of Washington’s Department of Psychiatry & Behavioral Sciences seeks a full-time Program Operations Specialist with strong project planning, project management, and technical skills to contribute to operational components of behavioral healthcare training and implementation. This position plays a strategic role in contributing to existing training and implementation projects and leading the development of new initiatives within the SPIRIT Lab. As a member of the team, the Program Operations Specialist leads the design, development, evaluation, and continuous improvement of training programs for healthcare providers, families, and organization leadership. This is a supervisory position. The Program Manager will take a lead role in lab activities and provide supervision and oversight to administrative staff. They will work alongside faculty and Continuing Education Specialists/trainers to coordinate activities across SPIRIT Lab (www.uwspiritlab.org).
PARTNER RELATIONSHIPS: collaborate with SPIRIT faculty, staff, and consultants/subcontractors to create the scope of work, timeline and deliverables for consulting/subcontracting agreements, track renewal and compliance with SPIRIT Lab/Department/UW/funder requirements, assist consultants and subcontractors with getting set up as vendors and creating/submitting invoices for services); PRE-AWARD GRANT / CONTRACT ADMINISTRATION: assist SPIRIT Lab faculty and staff with development of pre-award 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 SPIRIT Lab faculty and staff to develop and manage service contracts, including developing scope of work, deliverables, timeline, budget, and fee schedules for SPIRIT goods and services; POST-AWARD GRANT / CONTRACT ADMINISTRATION: collaborative with SPIRIT Lab faculty and staff with writing and submitting progress reports to funders, develop detailed budget projections and report variance to SPIRIT faculty monthly, monitor compliance with Lab/Department/UW/funder requirements, collaborate with Grant & Contract Accounting to develop and submit financial reports to funder; ADMINISTRATIVE & FINANCIAL OPERATIONS: process accounts receivable/payable, track faculty and staff FTE, support monthly reporting to SPIRIT faculty regarding budget, develop new project budget forecasting, manage subcontractors and consultants set up and invoicing, oversee administrative personnel and assist with tasks as needed (e.g., training preparation, travel arrangements, updating web and social media presence, coordination with vendors); PERSONNEL OPERATIONS: liaison with human resources and managing all aspects of personnel operations.
This position will be required to use independent judgment to initiate and manage complex tasks to support a wide variety of training and implementation projects of varied size and scope. Working under deadline pressure, juggling multiple competing priorities, is common. Employee will be expected to work effectively with external contracting organizations, partner organizations, consultants, vendors, and internal teams to coordinate project contributions. This position will work with faculty and staff trainers to apply adult learning principles to analyze, design, develop, implement, evaluate and maintain training activities. The position will provide assistance across the lab with online training methods and technologies as well as working with the team to manage the lab’s web and social media presence. In addition, this position will provide financial management support to the SPIRIT Lab by working with the Grants and Contracts Manager to conduct budget projections, reconciliations, track changes to faculty and staff salary effort, and develop and amend grant and contract budgets. The position will function both collaboratively as well as independently to deliver components of larger team projects. They will need to prioritize multiple responsibilities, have a high attention to detail, and work accountably and effectively as part of a team to advance training, evaluation, and implementation initiatives within the SPIRIT Lab. Must manage personnel operations with sensitivity and discretion. Assist with the day-to-day management of the SPIRIT Lab, which provides diverse functions (e.g., workforce development, implementation, program evaluation, research) and benefits from diverse funders and stakeholders.
This position has a large amount of contact with people who are very important to the SPIRIT Lab, the Department and the University including funders, donors, people navigating serious mental health concerns, as well as colleagues and collaborators from around the world. It is essential that the person in this position have the emotional intelligence to recognize and respond appropriately to the political and relationship sensitivities inherent in those contacts. This is critically important to the SPIRIT Lab's ability to maintain positive and productive relationships with the people who provide our funding and who collaborate with us to accomplish our mission. Similarly, managing personnel operations for ~20 faculty and staff requires exceptional organizational skills, leadership skills, good judgment, effective interpersonal skills, and discretion. Confidence in personnel operations is critically important to morale and can either facilitate or hinder a positive, productive workplace among faculty and staff.
20% POST-AWARD GRANT / CONTRACT / SERVICE CONTRACT ADMINISTRATION •collaborate with SPIRIT Co-Directors and faculty to develop and manage service contracts to provide training, practice coaching, and evaluation services to diverse healthcare organizations nationally and internationally •track completion of service contract deliverables and invoice recipient organizations accordingly •collaborate with Co-Directors and faculty to manage sponsored projects (grants and contracts) •collaborate with Co-Directors and faculty to write progress reports for funders •develop and use detailed budget projections and report variances to Co-Directors on a monthly basis •monitor and ensure compliance with SPIRIT Lab/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 ensure accuracy of information
20% FINANCIAL OPERATIONS •create and submit invoices for service contracts, track receipt of payment, process payments •coordinate vendor agreements with Purchasing •oversee the reconciliation of budget expenditures, coordinate review/approval of faculty lead for each budget •oversee travel reimbursements, general reimbursements, supply purchases •provide monthly financial reports to SPIRIT Co-Directors that roll-up all Center revenue streams into a single report •Supervise facilitate accounts payable (e.g. support consultants, subcontractors, and other vendors with Ariba registration), track vendor invoices and payments
15% TRAINING OPERATIONS/PROJECT MANAGEMENT •Lead strategic planning and management of new and existing initiatives within SPIRIT Lab •Develop and market SPIRIT Lab training and implementation project and pricing portfolio •Supervise administrative staff who support training and implementation projects •Conduct continuous quality improvement practices within SPIRIT Lab training and implementation projects
10% PRE-AWARD GRANT / CONTRACT / SERVICE CONTRACT ADMINISTRATION •collaborate with SPIRIT Co-Directors and faculty to develop service contract scope of work, timeline, budget, contract deliverables •review complex 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 •work with Co-Directors and faculty on the 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 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
20% PERSONNEL OPERATIONS •responsible for all hiring operations of the SPIRIT Lab •develop job descriptions •screen applicants for minimum qualifications •conduct reference checks •coordinate hiring processes with Department HR •manage costing allocations for Center staff and faculty
10% SUPERVISION •Serve as primary supervisor for administrative staff, conducting weekly and as-needed supervision and ensuring that quality and quantity of the supports provided are a good fit for administrative personnel. •Delegate marketing, promotion, and other communication and evaluation tasks as appropriate to lab administrative and research staff. •Oversee the process of Continuing Education for training
5% Partner Relationships •As necessary, identify and hire external vendors, monitoring their progress toward deliverables. •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 SPIRIT Lab/Department/School of Medicine/UW/state/funders policies and requirements •ensure that SPIRIT Lab web and social media presence are maintained through direct modifications or staff delegation
REQUIREMENTS: •Master's degree in Social Sciences, Business and Finance. •3 years work related experiences •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
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 sponsored project pre-award •Experience managing consultants and subcontractors •Supervisory experience
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.
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