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The Office of Research under UW Tacoma Academic Affairs has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST. This position will work under the general direction of the Director of the UW Tacoma Office of Research to support programmatic as well as grant and contract management activities specifically for the Center for Urban Waters (CUW). The position will be a vital member of the Office of Research team located in the Tioga Library Building (TLB).
The Center for Urban Waters (CUW) is the largest research center on the UW Tacoma campus and is an off-campus research center located in a LEED-Platinum facility on the Foss Waterway. CUW is a community of environmental scientists, analysts, engineers and policy makers developing creative and sustainable solutions to restore and protect the Puget Sound. The center provides an intellectual environment where people with a diverse mix of skills can collaborate to develop innovative approaches to environmental restoration and protection and to sustainable urban development.
The Program Operations Specialist fulfills a critical role in performing professional, operational, and project specific duties supporting faculty and staff conducting research that is housed at the Center for Urban Waters. This position will be primary located at the Center for Urban Waters. They will exercise independent judgment in interpreting and applying University wide policies, rules, and regulations associated with research and program administration. This position will set their own work priorities in partnership with the Office of Research Director and the Center for Urban Waters Science Director; manages project time-frames and deliverables for projects involving a wide variety of stakeholders both on and off campus. They will be responsible for performing tasks related to fiscal oversight, research administration, program operations, human resources, external communications and outreach, and meeting and conference logistics.
An ideal candidate will have previous research administration experience, substantial organizational, problem-solving, and project management skills, as well as individual initiative and excellent communication skills. They will be detail oriented who excels at fiscal activities such as monitoring project budgets, tracking transactions, and reconciling budgets. They will possess the ability to understand a wide range of externally funded programs that have varying goals and priorities, as well as the ability to balance and prioritize requests from multiple faculty and research staff.
Oversight of CUW revenue account that includes administering service contracts with external clients, tracking completion of deliverables, invoicing, collection of payments, and management of revenue expenditures.
Monitor CUW budgets ensuring alignment with research project/program activities, plans, or priorities; maintain research project budgets, assist with monthly budget reconciliations and initiate corrective actions, prepare salary and expenditure transfer requests and other internal budget transfers, develop sub-budgets, process travel reimbursement requests, invoice vouchers and individual reimbursements according to UW travel and/or procurement standards.
Provide oversight for fiscal transactions (travel, purchasing, reimbursements, ProCard, budget reconciliations, etc) maintaining internal controls and ensuring department compliance with University policies and procedures and local, state, and federal regulations.
Research Administration and Program Operations
Manage and carry out daily programmatic operations at the Center for Urban Waters in support of CUW research faculty and staff that includes acting as the primary point of contact facilitating communication with external and internal partners and collaborators, space management, inventory control, procurement support, and meeting facilitation.
Support CUW Science Director and CUW PIs with high-level project management related to sponsored research efforts including budgeting, reporting, and communication with external sponsors, clients, and community partners.
Confer regularly with other departmental representatives as well as off-campus organizations and agencies regarding the interpretation and implementation of program and institutional policies.
Provide complex administrative support to research programs to include: scheduling meetings, coordinating events; processing event invitations and RSVPs; proofing, editing, and typing correspondence; data entry; creating and maintaining paper and electronic files; and special project work as assigned.
Work with leadership to address HR issues such as effort/payroll reporting for faculty, staff, graduate and undergraduate students, and hiring procedures for project specific positions such as a post-doctoral research associate who is 100% supported by sponsored research budgets.
Assist with HR processes that will include Workday entries as well as a variety of on-boarding procedures of newly hired staff and students; trouble shoot payroll and timesheet issues; assist with special requests such as support and onboarding for a visiting scholar, and coordination of exit procedures for staff and students separating from University.
External Communication and Community Outreach
Support communication and community outreach activities associated with events hosted by the Center for Urban Waters research group such as community meetings, advisory board meetings and activities, and educational outreach events with local schools. Other duties as assigned.
MINIMUM REQUIREMENTS: Bachelor’s Degree, preferably in Communications, Business Administration, or other related field, plus 3-4 years research, administrative, operations, or program management experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Flexible, personal initiative, and demonstrated ability to represent the Office of Research professionally and effectively both internally and externally.
Experience in managing multiple complex budgets.
Ability to organize and prioritize tasks, and think critically and problem-solve independently utilizing strong time management and organizational skills.
Excellent oral and written communications skills.
Competency in Microsoft Office applications, including Word and Excel.
Strong interpersonal skills and the ability to successfully navigate competing agendas and move projects forward in a collaborative way.
3+ years of research administration work.
Experience in budget development and project management.
Knowledge of higher education systems, policies, and procedures
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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