Senior Program Administrator Jobs in Seattle, WA

Job Description

DEPARTMENT OVERVIEW

The Department of Bioethics & Humanities is an independent unit in the UW School of Medicine, based in the Health Sciences complex. Our 11 interdisciplinary core faculty-drawn from medicine, the social sciences, and the humanities-work across the School's two major domains: biomedical research and clinical care and operations, providing ethics support across the translational pipeline-from bench discovery and preclinical models to clinical trials, bedside care, and system-level policy.

With an annual budget of approximately $2 million, we partner across UW and Seattle Children's and maintain a thriving adjunct and affiliate program with 38 members.

Research: We conduct empirical bioethics and humanities scholarship on health equity and justice; genomics and other emerging biotechnologies; clinical, organizational, and research ethics; and policy. Our work is collaborative, problem-driven, and closely connected to laboratory, clinical, and community settings at the University of Washington.

Education: We offer a Master of Arts in Bioethics and an Undergraduate Minor in Bioethics & Humanities, along with curricula in clinical ethics and professionalism for medical students, residents, and fellows, and continuing education for practicing clinicians and healthcare professionals through two main programs: Advanced Training in Healthcare Ethics and Summer Seminar in Healthcare Ethics.

Service to UW Medicine: We provide ethics expertise through the Clinical Ethics Consultation Service, faculty and trainee education, and contributions to ethics committees and policy development-supporting high-quality, patient-centered care and responsible research and innovation across UW Medicine.

Highly collaborative, the department brings rigorous scholarship together with practical service-advancing ethical reflection and action where science, medicine, and society meet. Given the department's breadth, the administrator must be agile, partnering with the Chair to lead supervision, counsel, service, and strategic planning across all operations.

"The position is 75% FTE (30 hours per week) and is eligible for a hybrid work schedule. The position requires the incumbent to be available Monday through Friday during standard business hours. The salary information provided below is for a full-time position and will be prorated for part-time."

GENERAL DESCRIPTION

The Administrator reports to the Department Chair and School's Associate Dean of Administration and Operations and serves as the business manager and senior administrative support representative for the Department. As such, the Administrator has a comprehensive range of responsibilities, including: financial planning/management, budget development, supervision of the Department's classified and exempt staff, personnel, payroll, purchasing, special project support, and other administrative functions for the School of Medicine.
As a UW SoM Department Administrator, the incumbent carries out duties prescribed by the directing, overseeing, or partnering institutions and organizations. The critical knowledge and skills are organized into the areas of: Financial Management and Development Activities, Operations Management, Compliance and Risk Management, Research Management, Information Management, Human Resource Management, Facilities Management and Educational Program(s) Management. He/she/they acts in an advisory capacity to the Chair and various Department committees, providing financial guidance, background information, and management advice. In addition, the Administrator is the Department's primary working-level interface with the Dean's Office and other departments in the University regarding administrative issues. This position supervises 3 administrative staff.

DUTIES AND RESPONSIBILITIES

OPERATIONS MANAGEMENT - 40%

• Manages department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities.

• Coordinates a variety of general administrative activities necessary to the department's day-to-day operations. Manage core administrative staff and contracted shared services (research administration, faculty and staff HR, IT) to ensure essential operational needs are met.

• In conjunction with the Chair and Assistant to the Chair, the Administrator will provide strategic direction regarding marketing department programs and offerings, branding, and public engagement both internal and external to UW Medicine.

• Oversees and champions diversity, equity, and inclusion efforts within the department.

• Understands and integrates the cyclic operational responsibilities of the UW and SoM into department planning, policies, and procedures.

• Understands and implements change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies.

• Manage facilities to ensure effective, efficient, and safe operations and preservation of resources.

• Negotiates or builds new relationships, partnerships, or coalitions to advance the department's vision or mission.

FINANCIAL MANAGEMENT - 35%
The Administrator manages and monitors an annual departmental budget of approximately $2 million. To successfully accomplish this, the Administrator:

• Manages the financial resources of the department to include budgets and funds from federal, state, private, University, and foundation sources to ensure ethical and fiduciary practices.

• Supports program managers(s) and faculty directors in the strategic and financial management of:

  • UW Medicine Clinical Ethics Consultation Service

  • Educational programs - the Master of Arts in Bioethics and the Undergraduate Minor in Bioethics

  • Fee-based/self-sustaining continuing education programs - the Advanced Training in Healthcare Ethics online training program and annual Summer Seminar in Healthcare Ethics

  • Bioethics Grand Rounds, Harborview Ethics Forum, and maintaining the Ethics in Medicine web resource

• Supports the faculty and staff to facilitate the department's ability to achieve research, educational and service goals.

• Interprets policies and regulations concerning the department's financial activities; ensures compliance with the University's policies and procedures as well as guidelines from the federal government, state, and other research project sponsors.

• Develops and implements internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions.

• Maintains a working knowledge of the department's financial operations, funding sources, policies, and procedures.

HUMAN RESOURCES MANAGEMENT - 10%
The Department of Bioethics & Humanities employs 11 core faculty, and 3 administrative staff.

• The department partners with the SOM HR Shared Service and AHR Shared Services to ensure the organizational structure is in place to support staff and faculty HR functions.

• Support the Assistant to the Chair, who serves as the primary liaison with the shared services, to ensure all academic HR and staff HR needs are being met in accordance with UW and School of Medicine policy and procedures.

• Interprets and integrates federal, state, UW, SoM, and other local laws and agreements into department policies and procedures.

• Responds to and assists in needs/requirements for faculty and staff training and coaching.

RESEARCH MANAGEMENT - 10%

• Manages the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues.

• Partners with the SOM Post-Award Shared Service team on administrative procedures for grant and contract administration.

• Assists faculty in the identification of research sponsorship, pre-submission activities, IRB and other federal research requirements, supports documents and verifications, and submission of grant and contract proposals.

• Reviews and approves all department grant and contract applications.

• Support the development of a cohesive departmental research strategy by coordinating information, tracking opportunities, and helping position faculty for successful grant submissions.

COMPLIANCE AND RISK MANAGEMENT - 5%

• Promotes compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.

• Interprets and integrates federal, state, and industry laws or policies on corporate compliance; topics to include fraud and anti-kick-back, to mitigate risk to the department and to individual faculty or staff.

• Ensures that all spaces and rooms are properly equipped and have the appropriate security measures in place to safeguard information, physical resources, and staff.

The salary information provided below is for a full-time position and will be prorated for part-time

MINIMUM QUALIFICATIONS:

This position requires a minimum of 5 years of experience specific to the position and a Bachelor's degree in Health Care Administration, Business or a related field.

Other required qualifications are listed below:

• Management-level administrative experience, preferably in a research institution environment or academic medical center.

• Demonstrated competence in financial operations, business planning, financial analysis, and strategic planning.

• Demonstrated experience working with large, highly structured personnel systems. Proven leadership, communication, team building and problem-solving skills.

• Demonstrated ability to address complex and sensitive administrative issues with diplomacy and effectiveness.

• Functional understanding of research grant administration.

PREFERRED QUALIFICATIONS:

• Master's degree in health care administration, Business or a related field;plus at least five years of relevant experience.

• Experience in a medical school, research institute or university setting.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

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Temporary or Regular?

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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.