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PROGRAM OPERATIONS SPECIALIST

Job Description


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 Institute for Protein Design (IPD) at the University of Washington in Seattle is creating a new world of synthetic proteins to address 21st-century challenges in medicine, energy, and technology. The IPD is a unique interdisciplinary environment where world-class researchers with expertise in computing and software, biochemistry, genome sciences, biological structure, pharmacology, immunology and other basic science disciplines, as well as clinical medicine, work together to both computationally design and experimentally characterize novel biomolecules. Current projects include the design of novel therapeutics for cancer, neurological diseases, and more, as well as new vaccines, nanomaterials, and enzymes. For more detailed information about the Institute for Protein Design please see www.ipd.uw.edu .

Position Purpose:
The IPD Training Program Operations Manager (Payroll title: Program Ops Specialist) serves as a key member of the Institute for Protein Design administrative team, acting as the direct primary interface between both internal and external stakeholders. This position will be responsible for administrative management, including recruitment and appointment processes, of talented scholars and trainees from top universities, nationally and internationally. Position scope will include development and administrative management of a variety of training programs within the Institute for Protein Design (IPD), including recruitment and management of postdoctoral scholars, graduate students, student interns, summer training program for student researchers etc. This position requires extensive communication and collaboration with other UW departments and administrative offices to provide effective program management and policy compliance. This role will work with leadership at IPD and the Department of Biochemistry to ensure clear communication and compliance with all relevant policies and procedures.

Position Complexities:
The IPD Training Program Operations Manager will be responsible for a wide range of advanced, diversified, and confidential HR related responsibilities. Critical thinking, initiative and sound judgment based on experience are required to manage tasks, resolve problems, and make recommendations. These tasks may be complex and require considerable judgment, independent action and a high degree of initiative to include policy development and implementation, strategic program planning, and asset and resource allocation across programs. Managing a high volume of communication between students, scholars, UW
stakeholders, and stakeholders at other foreign institutions requires excellent organizational and communication skills. Position will require familiarity with and implementation of key departmental, School, UW, state and federal policies to ensure compliance.

RESPONSIBILITIES:
The IPD Training Program Operations Manager is a key full-time member of the IPD’s administrative team, working to recruit talented graduate students, postdoctoral scholars, and visiting scientists from top universities, both from the US and other countries. This position requires extensive communication and collaboration with outside academic programs as well as other UW departments and administrative services to provide an efficient inquiry intake and on-boarding and off-boarding processes for graduate students, postdoctoral scholars, visiting scientists, and interns from various programs. This role will work with leadership at IPD and Biochemistry to ensure clear communication regarding all policies to ensure compliance with all UW, State and Federal regulations.

In this role, the IPD Training Program Operations Manager will commit:
- 50% effort dedicated to managing the human resource related documentation for postdoctoral scholars at the IPD including recruitment, hiring, appointment letters, annual reappointments and visa related matters.
- 20% of effort for managing and coordinating the onboarding of a variety of IPD postdoctoral scholars, interns, rotation students, volunteers, graduate students, visiting scientists, and acting instructors.
- 20% of effort for managing IPD undergraduate student internship programs.
- 10% of effort to establishing, writing, and updating policies and procedures related to IPD Training Program Operations.

Key responsibilities include:
•        Ensure effective communicating between the IPD Training Programs and other UW departments, universities, and research institutes as part of the strategic program planning and management. Serve as the primary contact for IPD’s recruiting programs, fielding all program inquiries.
•           Connecting prospective volunteers, interns, VISIT Interns, high school students, undergraduate and graduate students, postdoctoral scholars, visiting scientists, and visiting scholars with other appropriate UW stakeholders.
•           Managing visa arrangements on behalf of international postdoctoral scholars and VISIT interns at the IPD in collaboration with ISO, other UW stakeholders and outside institutions.
•         Manage the ongoing IPD internship programs coordinating the format and course curriculum with the faculty mentors, set up and coordinate necessary fiscal structure, and serve as administrative support ensuring continuity for year-to-year program success.
•         Develop a variety of policies, guidelines and procedures for IPD Training Program Operations and mentorship programs, and work with the IPD leadership, Department administration and program participants to ensure compliance. Educate mentors and program trainees about the relevant policies and program guidelines to ensure compliance throughout the program.
•        Work with IPD leadership and administrative team to manage an efficient recruitment process, using Interfolio and MyIPD systems for new postdoctoral scholars, graduate students and interns at the IPD.
•           Collaborate with IPD and Biochemistry leadership to identify best approach for complex issues, conflict resolutions and implementation of solutions.
•           Work in collaboration with IPD-IT to create and continuously streamline MYIPD data collection and functionality as a repository for IPD policies, documentation and tracking.  Work with Scientific Communications Manager to ensure website is updated and current on graduate students, postdoctoral scholars, visiting scientists, volunteers, and acting instructors.

REQUIREMENTS:
•         Bachelor's Degree in Education, Communication or related field + 2 years of experience in related field.
•         Experience in program or project management, human resources, educational /training program management or a related field within a university setting.
•         Excellent written and verbal communication, good judgement and collaborative skills are a must
•        High motivation and eagerness to learn and contribute to a high-performance research organization.
•        Familiarity with UW Human Resource policies, Workday tools, visa processing, are strongly desired.

DESIRED:
•           Prior work experience managing educational programs, postdoctoral trainees or related programs  within a university system is strongly desired.
•           Familiarity with UW Human Resource policies, visa processing, and HR, Payroll and budget administration systems is strongly desired.

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

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.


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