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University of Washington · 18 hours ago

Program Operations Specialist (NE S 7)

Seattle, WA

Full-time

Onsite

Entry, Mid Level

$62K/yr - $72K/yr

2+ years exp

The University of Washington is seeking a Program Operations Specialist to join their Rehabilitation Medicine team. This role involves managing faculty-led programs, providing administrative support to department leadership, and facilitating strategic planning initiatives for research and clinical affairs.

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Responsibilities

Support the Chair, Vice Chairs and investigative team members in the development and facilitation of all strategic and programmatic meetings and events

Manage administrative aspects of the development, launch, and early-days enactment of the Department of Rehabilitation’s new research and clinical affairs strategic planning processes and initiatives

Be or become knowledgeable of the Department’s research, academic, and clinical programs, priorities, and interdependencies

Develop materials and manage logistical arrangements pertinent to meetings and larger-scale retreats

Staff various executive-level meetings and retreats, complete independent follow-up on initiatives resulting from meetings

Track progress of initiatives, prepare presentation content for Vice Chairs on research and clinical trends, collaborate with Vice Chairs and tactical teams to develop and prepare briefing documents and progress reports

Manage execution of the outreach strategy: create internal and external communications instruments (website, newsletter, intranet); serve as primary content writer and editor; manage communications dockets and updates

Interpret and articulate the strategic planning initiatives’ vision and priorities to faculty and staff in person, writing and telephone

Manage and oversee special projects as directed through the development of the strategic planning initiatives and efforts of the Vice Chairs on an ongoing basis by planning, implementing and monitoring the success of each project and how it contributes to the strategic plan by tracking project-based information and statistics. Projects may involve investigation, analysis, and synthesis of internal and external data or policies, operational processes, research requirements, etc

Independently write, design and update surveys using Microsoft Office Suite tools, internet web tools and other programs. Analyze and organize survey data for reporting

Collaborate with the Vice Chair for Finance & Administration and the assistant Director for HR & Operations in identifying, developing, and deploying new department-ops improvement projects around onboarding/exiting and general operations management and/or in general support of members of the executive administrator’s portfolio

May manage administrative aspects of a small portfolio of faculty-led program development, including but not limited to proposal review, program marketing and outreach, evaluation, etc

Provide confidential administrative support to the Chair, Vice Chairs, and Assistant Director of HR & Operations, including managing calendars, processing reimbursements, preparation of correspondence and documents, and other duties as assigned

Collaborate with the Vice Chair for Finance & Administration and the Assistant Director for HR & Operations in the development of new operations policy and procedures documents; participate in implementing new policies and procedures

Collaborate with the Assistant Director for HR & Operations in the development of project-specific communications and promotional materials including brochures, posters, flyers, presentations, and web pages

Manage Chair’s Office annual special events: Continuing Medical Education (CME)-accredited Review Course in Physical Medicine & Rehabilitation, Justus F. Lehmann Symposium

Qualification

Executive Administrative SupportStrategic PlanningProject ManagementMicrosoft Office SuiteCommunication SkillsData AnalysisEvent ManagementContent WritingPolicy DevelopmentResearch KnowledgeMarketing SkillsSurvey DesignCollaborationProblem-SolvingPresentation SkillsConfidentiality

Required

Bachelor's Degree in English, Communications, Business, Political Science, Comparative History of Ideas (CHID), Higher Education Administration

2 or more years of experience in project management and executive level administrative support within a research academic hospital and higher education setting

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration

Preferred

4-6 years of experience in project management and executive level administrative support within a research academic hospital and higher education setting

2 years of proven experience in executive-level administrative support

Project Manager Professional (PMP) Certification