Distribution Operations Specialist Jobs (NOW HIRING)

Job Description

The SECURE Center has an outstanding opportunity for a Program Operations Specialist to join their team.

About this Opportunity

Reporting to the Assistant Director, the Program Operations Specialist provides day-to-day operational, administrative, and customer-support functions of the National NSF SECURE Center located in Seattle, Washington at the University of Washington. This role helps define and implement systems and processes that drive Center staff efficiency and allows the research community to have a reliable, seamless experience with the Center. This is an evolving role, and responsibilities may change as Center operations mature.

The NSF Safeguarding the Entire Community of the U.S. Research Ecosystem (SECURE) Center empowers the research community to make security-informed decisions about research security concerns. The SECURE Center operates as a mostly virtual organization with team members and activities happening throughout the U.S.

The Program Operations Specialist supports a nationally scoped, NSF-funded research center that operates as a largely virtual organization, with staff, partners, and stakeholders distributed across the United States. The role requires navigating complex operational environments that span multiple institutions, time zones, and organizational cultures, while ensuring consistency, compliance, and high-quality service delivery. As the SECURE Center continues to mature, the position must adapt to evolving programmatic needs, develop new systems and processes, and respond to shifting federal requirements and stakeholder expectations. The Specialist must balance day-to-day operational demands with continuous improvement efforts in a dynamic and highly visible research environment.

This position plays a critical role in enabling the effective operation of a nationally prominent NSF center housed at the University of Washington. By supporting efficient, reliable, and well-coordinated Center operations, the Program Operations Specialist directly contributes to the University's ability to steward federal research funding and serve the broader U.S. research community. The role enhances UW's reputation as a trusted national leader in research security by ensuring a seamless experience for external partners, researchers, and federal stakeholders. The position also strengthens UW's internal research infrastructure by developing scalable operational practices that may inform future multi-institutional and virtual research initiatives.

Key Responsibilities

Center Operations (20%)

Help implement and administer tools and systems to support Center operations.

Create and maintain Standard Operating Procedures (SOPs) related to Center tools and systems.

Maintain the Center's email accounts, collaboration and conferencing tools, calendars, task lists, and shared documentation repositories.

Conduct periodic audits and file cleans of shared record repositories for compliance with access and records retention policies.

Organize and facilitate Center staff onboarding and offboarding.

Customer Support (50%)

Create and maintain Standard Operating Procedures (SOPs) related to customer account provisioning, service delivery, and internal operations.

Represent Operations while working with product development teams to define support processes and assess Operations readiness prior to deployment.

Help prepare support documentation such as Knowledge Base (KB) articles and customer facing FAQs.

Serve as a point of Customer support, responding to inquiries/issues, facilitating information flow, and escalating as appropriate.

Ensure timely resolution of Customer support requests, track and report status.

Operations Projects (15%)

Assist with Operations projects related to service enhancements, customer experience improvements, and operational readiness.

Support development and tracking of workplans and deliverables for Operations projects.

Evaluate existing workflows and identify opportunities to streamline processes and improve efficiency.

Support rollout of new features, ensuring operational alignment, documentation updates, and internal training.

Data & Reporting Management (10%)

Gather data for reporting on stakeholder engagement, participation, program adoption, and related operational metrics.

Assist in preparing summaries, dashboards, and visualizations to support internal decision-making and NSF reporting.

Finance & Subaward Support (5%)

Assist with preparation, editing, and submission of required NSF documentation including quarterly reports, annual reports, and compliance-related materials.

Assist the Finance & Operations Manager with routine financial administration, including expense monitoring, procurement requests, and budget tracking.

Support coordination with subawardee institutions (e.g., tracking invoices, confirming deliverables, monitoring payment status, and maintaining documentation).

Manage sponsor-related payment tracking to ensure accurate and timely processing.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's degree in relevant field (e.g Public Admin, Business, Project Management)

• One year in operations, program coordination, customer support operations, or online services. Ideally in research, academic or government setting

• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

Additional Qualification

• Strong organizational and multitasking skills with high attention to detail.

• Excellent written and verbal communication abilities.

• Ability to collaborate across teams and manage competing priorities in a fast-paced environment.

• Proficiency with web-based productivity tools (e.g., Microsoft 365, Google Workspace, project management platforms).

Desired Qualifications

• Experience using Monday.com

• Experience working in a web-based service company

• Familiarity with customer support platforms, CRM systems, and data tools (Excel, Power BI, etc)

• Experience coordinating subawards, budgeting, invoice tracking, or sponsor reporting.

Application Requirement

• This position requires alignment with an East Coast work schedule.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.