ADMINISTRATIVE SPECIALIST

POSITION PURPOSE

This position supports the Institute for Translational Immunology (ITI) / Seattle Hub for Synthetic Biology Fellowship Program, and the Department of Immunology Research operations.

In collaboration with Institute for Translational Immunology (ITI) and Seattle Hub for Synthetic Biology leadership, and the Department of Immunology Chair and Associate Chair for Research, this position will be responsible for program and project assignments of varying complexity and will independently perform job duties related to the implementation and oversight of these two important programs.

This individual will be managing programs that are supported by both the Department of Immunology and the Department of Genome Sciences, with collaboration with the Allen Institute.

Being that these are new programs, this position will need to independently establish protocols for moving projects forward, communicating and initiating involvement of the appropriate individuals, developing timelines, schedules and agendas, preparing communication and sensitive materials, and keeping the leadership informed of progress on current projects and initiatives.

This position requires initiative, problem solving, independent judgment, flexibility, discretion and a very high degree of organization, professionalism and attention to detail.

This position will regularly be called upon to thoroughly understand and interpret Departmental, School of Medicine and University policies.

The person in this position must be comfortable and able to speak for leadership in their absence, and must have the absolute confidence and trust of the ITI / SeaHub leadership and the Department of Immunology Chair and Associate Chair of Research.

The individual in this position represents the University of Washington, and will be the first contact for Fellowship candidates, and scientific collaborators looking to connect to the University.

This position requires a thorough understanding of various organizational structures both internal and external to the Department of Immunology and the School of Medicine.

The position is regularly required to make subjective judgments with regard to program objectives and strategies.

DUTIES AND RESPONSIBILITIES

Project Management ITI-Seahub Fellowship Program (40%)

• Provide project management for the ITI / Seattle Hub for Synthetic Biology Fellowship Program.
• Supervise the annual review process of Fellows’ incoming applications and scientific progress reports.
• Design, develop and recommend process improvements, and assist in implementing changes to the Fellowship Program.
• Create materials to be used in the Fellowship Program.
• Communicate on behalf of the Fellowship Program with representatives from the Deans’ Office, the Chair, and external partners.
• Create web page content for the Fellowship Program.
• Resolve problems and respond to inquiries regarding policies and department and university procedures.

Project Management Department of Immunology Research Program (30%)

• Manage strategic planning and implementation of departmental research programs and initiatives. This includes working with the Associate Chair on managing the resource and programmatic needs of the Institute for Translational Immunology (in addition to the Fellowship Program).
• Implement and manage current and new Departmental Research Cores within the Department of Immunology.
• Establish a training program geared toward laboratory personnel that includes information on proper use of funds, activities impacted by research funding, research integrity, preparing animal use protocols, best practices for procuring supplies and services, conflicts of interest and how to handle administrative functions within the Department.
• Prepare presentations geared to faculty and students on best grant writing practices for proposal submissions.
• Establish and standardize research reporting tools that can be used to support reporting functions within the Department.

This may include creating specialized reports using SAGE, Workday and EDW data. This would also include incorporating research data from other academic institutions.

ITI-Seahub Fellowship Program Education & Community Events (10%)

• Manage coordination of events such as scientific symposiums, community meetings, and other in-person public events.
• Analyze communications / media materials budgets (Newsletters / Brochures / Web based) for events. Assure special events remain within budgeted limitation.
• Create community meeting registrations, participant polls, and participant confirmation emails.
• Act as the key contact for development activities (with UW Advancement) within the Fellowship Program. Manage donor relations, outreach and community-relations projects, and work with faculty and industry representatives on marketing and / or fundraising.
• Prepare Zoom and PowerPoint presentations for webinars and online meetings.
• Arrange food or catering, and coordinate equipment and materials.

Financial and Administrative Management (15%)

• Manage spending and financial tracking of funding sources that come into either program including gifts or other committed allotments.
• Maintain calendars and coordinate and schedule meetings for Fellowship Program leadership.
• Host Zoom meetings, and / or reserve meeting rooms using UW reservation system and take meeting minutes. Manage meeting dates and appointments, and ensure necessary supporting materials are provided.

Oversee follow-up on action items from meetings.

• Prepare communications / media materials (Newsletters / Brochures / Web based) for announcements of research initiatives and faculty and Departmental initiatives and successes.
• Coordinate travel arrangements and itineraries for fellows and faculty.
• Maintain administrative records and electronic filing systems.
• Prepare & submit travel and purchase reimbursement requests.

Other (5%)

Coordinate / Manage special projects and other duties as assigned.

MINIMUM REQUIREMENTS

Requires Bachelor’s Degree AND two years of project and / or administrative support experience OR an equivalent combination of education and experience.

Ability to work onsite, in the UW South Lake Union location.

Demonstrated excellent interpersonal and oral / written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies.

Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities.

Must be proficient with Word, Excel and Outlook and the ability to periodically troubleshoot Microsoft products. Must be proficient with Zoom and Microsoft Teams.

Ability to conduct internet searches, find, and apply a solution.

Excellent editing skills, and both written and oral communication skills

DESIRED QUALIFICATIONS

WordPress web page development software experience.

Experience with graphics and design software and video production.

Working knowledge of University of Washington systems and procedures.