University of Washington · 5 months ago
Program Operations Specialist (NE S 6)
Seattle, Non-Campus
Full-time
Hybrid
Entry Level
$54K/yr - $66K/yr
1+ years expThe University of Washington is a leading educational institution dedicated to changing lives globally. They are seeking a Program Operations Specialist to oversee financial operations and compliance for the Diabetes Research Center, working closely with program managers and faculty to ensure programmatic success and effective research processes.
EducationHigher EducationUniversities
Responsibilities
This position acts as programmatic support for the NIH-funded P30 Diabetes Research Center (DRC). This position works with the DRC Program Manager and the Program PI on overall programmatic direction, evaluation of scientific progress, facilitation of interactions among investigators, and administrative and fiscal support to the Program as a whole and individual Project Leaders and Core Leaders
Contributes to the overall program direction for the research and educational objectives by working with Investigators to direct operations ensuring strategic goals and extramurally funded awarded aims are met
Responsible for determining and advising Investigators on the viability of proposed resource allocation to ensure lack of conflict between funding sources and viability of adequate effort and resource commitments
Support Works with the Program Manager to prepare grant proposals and contracts. Responsible for preparing monthly budget reports and working with Investigators and Division staff to ensure compliance with proposal activities. Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner
Ensure budgets are monitored and investigators are provided with customized, detailed monthly financial reports. Work with the DRC manager to provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecasting future needs/expenditures and communicating status and progress directly with Principal Investigators. Review payroll certifications and ECCs for compliance and accuracy; distribute and maintain materials according to records retention schedules. Troubleshoot and prepare expense transfers, as necessary. Obtain advance budget numbers and process no-cost extensions. Purchasing processing and coordination including the use of Workday, ProCards, and Departmental CTA
Responsible for the day-to-day programmatic coordination of a NIH-funded Center Grant (DRC)
Serves as liaison between Center Director, Co-Director, and DRC project/core leaders
Responsible for coordinating speakers and other visitors for the Diabetes Institute, DRC and the Diabetes and Metabolism Seminar Series which features lectures from nationally recognized experts from across the country and is sponsored jointly by the UWMDI, DRC, and NORC
Responsible for coordinating the joint Pilot and Feasibility (P&F) award program with the UWMDI and NORC. Includes drafting application materials, reviewing applications for completeness, securing reviewers, and coordinating review meeting
Program support for the Diabetes Program Project Grant (DPPG) encompasses coordinating logistics for the program’s external advisory board members and other distinguished guests invited by the program director. This role involves managing all facets of planning and executing annual meetings, including reserving meeting spaces, processing honorariums and travel reimbursements, and coordinating semi-monthly email communications with project members to ensure effective collaboration and seamless operations
Promote compliance and risk management in accordance with policies of the University of Washington and sponsoring entities, most importantly, the NIH
Interpret, monitor, analyze and implement federal, state, institutional and industry laws and policies as they apply to administrative and research operations. Integrate knowledge of compliance policies into operations, communicate necessary procedural or policy changes, and under the direction of the Institute and Division Leadership, guide full implementation of applicable policies
Continually monitor and assess the Division's compliance around research and fiscal processes, troubleshooting and eliminating weakness areas and improving systems to strengthen the stability of the research enterprise
Work with Program managers and Principal Investigators to oversee management of personnel, such as redistribution of grant effort. Oversee funding support for personnel and recommend appropriate funding strategies
Work with managers to ensure the management of physical operations. In conjunction with the Directors and division staff, assist with assignment of space, coordinate with IT services personnel and ensure appropriate backup and maintenance policies and support. Assist in providing site-based management of equipment inventory. Attend appropriate building committee meetings, disseminate information and recommend improvements to space and facilities. Other duties and assignments as assigned and needed
Qualification
Required
Bachelor's degree in business administration or related field and one year related work experience
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 by nature
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
Preferred
Experience in the preparation of grant proposals and eGC1s
Management of federal grants and contracts
Experience with UW Purchasing, Payroll, WorkDay and Travel systems
Demonstrated ability to work well under pressure
Benefits
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Company
University of Washington
University of Washington is an educational institution that provides undergraduate, graduate, and research programs.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$215.35MKey Investors
Avista foundationNational Institute of Allergy and Infectious DiseasesAdvanced Research Projects Agency for Health
2026-01-18Grant· $10M
2025-04-21Grant· $0.01M
2024-09-13Grant
Leadership Team
Andrew S Allen
Adjunct Professor
Arthur Denny
Founder
Recent News
2026-01-19
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