Job Information
University of Washington UWMDI PROGRAM MANAGER in Seattle, Washington
Req #: 238464
Department: DEPARTMENT OF MEDICINE: METABOLISM
Posting Date: 09/09/2024
Closing Info: Open Until Filled
Salary: $6,617 - $9,925 per month
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )
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 Department of Medicine: Metabolism has an outstanding opportunity for a Position to join their team.
The University of Washington Medicine Diabetes Institute within the Division of Metabolism, Endocrinology and Nutrition in the Department of Medicine has an outstanding opportunity for a Program Manager. The role of the UW Medicine Diabetes Institute (UWMDI) Program Manager is to serve as the Institute's senior financial and administrative manager. The Program Manager exercises independent judgment and discretion to oversee daily operations, facilitates work-flow, and promotes a collaborative work environment between UWMDI members. The Program Manager is responsible for: preparation of business analyses, proposals, implementation of plans for new programs, and the design and implementation of changes to existing programs. The Program Manager also serves as a liaison to the Advancement Office to assure Institute Members are accessible to donors and provide appropriate stewardship of donor funds. The Program Manager is directly accountable to the UWDI Executive Director for the successful accomplishment of these tasks.
This position will strategize with the Institute director and co-directors to develop annual plans, manage Institute facilities and equipment, budget for on-going research efforts, hire, supervise, plan and manage operations staff and multiple complex budgets and sub-budgets for grants, endowments and gifts.
The UWMDI is the only program in the region that integrates outstanding care for patients with diabetes, obesity and associated complications with first-rate, comprehensive, multidisciplinary and clinical as well as basic research that seeks to identify underlying causes and implement strategies for the prevention, cure and treatment of these disorders. As our recognition as a leading regional resource for patient care grows, so too will our competitiveness for philanthropic giving, research grants, industry collaboration, and intellectual property development.
DUTIES AND RESPONSIBILITIES University of Washington Medicine Diabetes Institute (UWMDI) Program Management: 50%
Work closely with the Director, Co-Directors, and administrators to create and manage finances for the Institute, ensuring funds are used effectively and in compliance with federal regulations and gift agreements.
Analyze financial data to understand current conditions and trends, and use this information to make accurate forecasts. Develop strategies to prioritize spending in line with the Institute’s goals, and organize activities to optimize resources. Approve and monitor expenditures to ensure they stay within budget. Also manage day-to-day operations and ensure all financial activities follow established guidelines.
Develop strategies to identify and pursue funding opportunities that align with the Institute’s mission, including federal, private, and philanthropic sources. Advise the Director on proposal submissions and approaches to increase funding chances. Assess each opportunity’s relevance and impact on the Institute, and recommend best practices for responding to proposals.
Create and implement systems to plan, monitor, and coordinate the Institute’s activities. This includes managing cost share documentation, tracking donations, and ensuring all activities are aligned, monitored, and reported accurately to streamline operations and enhance coordination.
Oversee and coordinate fund management for interdisciplinary projects and collaborations with other institutions, especially those involving multiple UW Centers. Develop strategies for efficient resource management, ensure financial practices and reporting are followed, and facilitate communication between departments and institutions.
Create and manage gift accounts for Institute activities, ensuring they comply with State, University, and grant guidelines. Establish budget controls, monitor spending, and provide regular financial reports to ensure transparency and accountability.
Work with the UWMDI Director to manage space assignments within the Institute, optimizing space use to meet departmental needs. Help create and implement space allocation plans that meet the Institute’s operational and organizational goals. Assess current and future space needs based on activities, growth, and department requirements. Facilitate communication between departments about their space needs and preferences.
Ensure space assignments are fair and efficient, addressing any concerns and coordinating with stakeholders for input and updates. Analyze the floorplan to optimize space use, including reorganizing existing areas and planning for future changes. Develop strategies to improve accessibility, functionality, and workflow. Monitor space usage, address issues like overcrowding or underutilization, and adjust assignments as needed with the Executive Director. Communicate changes effectively and manage any disruptions. Maintain accurate records of space assignments and changes. Develop documentation such as floorplans and assignment logs, and provide regular updates to the Executive Director and other stakeholders on space usage and needs.
Manage the Institute’s outreach and public communication to boost its visibility and engage stakeholders. Develop strategic outreach plans aligned with the Institute’s goals and ensure communications clearly reflect its objectives and achievements.
Act as the main contact for key stakeholders, including UW administration, donors, and the public. Build and maintain strong relationships, handle inquiries, provide updates, and manage expectations effectively.
Create and distribute promotional and educational materials, such as brochures, newsletters, press releases, and social media content. Ensure these materials are clear, relevant, and consistent with the Institute’s messaging for different audiences.
Create and manage an annual calendar for Institute and diabetes-related meetings and events. Coordinate scheduling and planning with internal and external parties to ensure events support the Institute’s goals and have maximum impact. Regularly update the calendar and share details with stakeholders.
Oversee the creation, editing, and maintenance of key communication materials like the website and brochures. Ensure they are accurate, up-to-date, and professionally presented. Set up processes for regular reviews and updates.
Manage gift accounts for Institute activities, ensuring they comply with State, University, and grant guidelines. Establish budget controls, monitor spending, and provide regular financial reports to ensure transparency and accountability.
Assist students, staff, and the public with information about Institute events, programs, and speaker requests. Provide details on policies and procedures, and help coordinate speakers and program participants.
Develop content that supports the Institute’s goals and communicates its message effectively. Ensure all communications follow established policies and train staff and students on best practices.
Plan and organize Institute Liaison Committee meetings, including scheduling, preparing agendas, coordinating with members, and arranging logistics. Facilitate meetings to ensure productive discussions and accurate record-keeping.
Coordinate and manage a variety of public seminars and special events for the Institute, Arrange travel, accommodation, and schedules for visiting speakers and faculty. Ensure their presentations align with the Institute’s goals and audience needs. Organize events to engage the community and boost the Institute’s public presence. Handle invitations, catering, venue, and program details. Plan and execute conferences for faculty development, including theme development, speaker coordination, registration, and logistics. Set up lectures for both professional and general audiences, coordinating content, schedules, and promotions. Arrange events for professional networking, creating formats and activities that encourage meaningful connections. Schedule and manage conference calls, ensuring all materials and technology are ready and calls run smoothly with clear objectives.
Work with donors and external organizations to plan and execute cooperative events. Find and engage potential partners for events like the Diabetes and Metabolism Seminar Series. Create proposals and agreements detailing each party’s roles and benefits. Collaborate with partners to plan and manage joint seminars, ensuring all aspects align with the goals of both the Institute and its partners. Organize and oversee events such as the Diabetes and Metabolism Seminar Series, handling scheduling, speaker arrangements, promotion, and follow-up. Collect feedback, analyze outcomes, and assess the impact of events. Use this information to improve future events and report to stakeholders.
Manage and oversee the Institute's Research Training Conference (RTC). This weekly meeting provides students, fellows and junior faculty the opportunity to present their work and ideas to a large group consisting of scientific peers and mentors, for evaluation and feedback.Research Administration: 35%
Manage a portfolio of grants for the UWMDI Director and members of his lab to include: Junior Faculty investigators, Postdoctoral Researcher, Fellows and Graduate Students. This includes overseeing the grant application process, ensuring compliance, supporting grantees, and tracking expenditures and outcomes to align with the Institute's goals.
Pre-Award Management: Provide comprehensive management of grant proposals, including preparation of eGC1s and determining and communicating proposal requirements to all participants, setting proposal timeline, and coordinating the development of subcontracts. Mentor, train, and advise faculty in pre-award operations and processes. Create basic and complex budgets that involve multiple departments and multiple institutions. Ensure proposals are consistent with federal laws and regulations, sponsor agreements, submission requirements, and University-specific policies and procedures.
Post-Award Management: Independently manage multiple sponsored projects assuring that all transactions are allowable, allocable and reasonable. Review and approve daily financial transactions related to assigned research projects. Prepare monthly budget reports utilizing multiple financial and record keeping systems to perform analyses of sponsored projects, forecast future needs/expenditures, and communicate status and progress to principal investigators. Work closely with faculty to develop a strategic financial plan which ensures optimal use of available funds. Responsible for the management of complex faculty salary distributions, NIH cap cost sharing, and Workday costing allocation changes for faculty, staff, and graduate students. Review Effort reports for faculty members on a bi-annual basis.Personnel Management: 15%
Develop and implement a comprehensive staffing plan to support the Institute’s expansion by analyzing current and projected staffing needs based on the Institute’s growth and evolving goals. Design a staffing strategy that aligns with the Institute’s mission and future objectives, ensuring the right number of staff with appropriate skills are in place.
Oversee the hiring process for both permanent and part-time staff, including assisting in the creation of job descriptions and specifications for new positions. Implement effective recruitment strategies to attract qualified candidates. Conduct interviews and make hiring decisions to build a skilled and effective team.
Provide day-to-day supervision and guidance to ensure staff performance meets the Institute’s standards. Annually evaluate staff performance, providing feedback and support to foster professional development and address any performance issues.
Adhere to union agreements, salary schedules for graduate students, and other relevant compensation frameworks.
Monitor and adjust salaries as needed to maintain competitiveness and compliance with established salary schedules and agreements. Ensure salary decisions are in line with the Institute’s budget and financial plans.Lead responsibilities :
Oversee daily operations of UWMDI (fiscal and administrative)Supervisory Responsibilities:
Supervision of 2-3 full-time employees MINIMUM REQUIREMENTS
Bachelor’s degree in business administration or related field and four year’s related work experience Or equivalent combination of work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
This position requires independence, initiative, time management and organizational skills, excellent communication skills and a sound understanding of priorities and financial principles and accounting practices.
Ability to represent the director and the Institute in multiple settings and in interactions with a wide range of individuals, high profile donors, institutions and organizations, and the public at large. DESIRED QUALIFICATIONS
Previous Program Management experience in an academic medical center, higher education institution, or with sponsored research funds and revenue cycle analysis is highly desirable.
The candidate should have a solid understanding of compliance issues specific to healthcare and academic research environments, ensuring adherence to relevant regulations and standards.
A working knowledge of enterprise-wide relational databases, multi-dimensional data cubes, and Business Intelligence (BI) reporting tools is essential.
Familiarity with various University of Washington systems including SAGE and Workday is preferred. CONDITITONS OF EMPLOYMENT
This is a full-time position that may require work outside of standard operating hours to meet grant deadlines and UWMDI programmatic needs. Application Process: The application process 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 access 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.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.