Research - Laboratory/Non-Laboratory, Staff/Administrative
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The UW Department of Physiology and Biophysics is currently seeking a department Administrator.
The Department of Physiology & Biophysics is an independent unit within the School of Medicine (SOM) and has achieved international standing. The Department is built on the principles of integrity and service. These principles are the foundation of our contributions to the State of Washington, the UW, the international science community, and the broader public. Our mission centers on three areas. Discovery: to explain physiological processes at the molecular, cellular, tissue, and organismal levels. Training: to provide high-quality, rigorous training that prepares students and postdoctoral scholars for science- and medicine-related careers. Communication: to disseminate scientific results and share our passion for science.
Diversity, equity and inclusion are key values in the Department of Physiology and Biophysics, and they are an integral part of student training, faculty professional development, and departmental life. In addition to being important and valuable in their own right, diversity and equity promote intellectual curiosity, creativity, and rigor.
The Department has an interdisciplinary faculty comprised of 35 primary and joint faculty members, 21 postdoctoral scholars, 17 Ph.D. students, and ~42 research staff, all of whom are actively engaged in the department. The department is planning more growth by recruiting new faculty in the near future. The department has five administrative staff members and an annual operational budget of $13M that includes state, RCR, gift, self-sustaining and research funded accounts. In addition, the department has established strong collaborative interactions with other UW Centers and Institutes as well as Seattle institutions focused on physiology. These include the Washington National Primate Research Center, the Computational Neuroscience Center, the UW Institute for Neuroengineering, the Center for Neurotechnology, the Allen Institute, the Fred Hutchinson Cancer Research Center and Seattle Children’s Research Institute.
The Administrator reports to the department Chair as well as the Director of Business and Operations Management of the School of Medicine and is the business manager/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 professional staff, personnel, payroll, purchasing, special project support, academic appointments and other administrative functions. Additionally, as a key leader in the department ,the Administrator will work in partnership with the Chair to advance healthcare equity as we strive to move the department to deliver on the commitment for UW Medicine to become an anti-racist institution.
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, Human Resource Management, Operations Management, Information Management, Research Management, Compliance and Risk Management, Facilities Management, and Educational Program(s) Management. The Administrator acts in an advisory capacity to the Chair and various department committees, providing financial guidance, background information, management advice and strategic insights. 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.
Human Resource Management: Manage the department’s human resources (HR), to include serving as the hiring manager and handling a variety of faculty and staff HR matters in accordance with UW and SOM policies and procedures. Key competencies and responsibilities in HR management include: •Identifying departmental staffing requirements, core competencies, and job responsibilities specific to staff positions and creating clear position descriptions and expectations. Collaborating, as needed, with PIs, managers, ABC Shared Services, and the Dean’s Office to achieve staffing goals. •Determining and implementing departmental staffing requirements and developing/updating the department’s organizational chart. •Supervising 4.0 FTE staff positions, to include annual reviews, corrective action, time management, and employee mentorship. •Overseeing and providing consultation to PIs and managers for new positions, corrective action, terminations, promotions, compensation changes, and other HR matters. •Interpreting federal, state, UW, SOM, and other laws, policies, and contractual obligations and synthesizing requirements into the department’s policies and procedures to ensure compliance and risk mitigation. •Developing new and/or utilizing existing HR metrics and reporting systems. •Providing and welcoming feedback to improve staff performance and supporting faculty/staff supervisors in training and coaching their employees. •Negotiating faculty/staff relations to represent viewpoints and positions fairly. •Setting the standard for and articulating appropriate workplace behavior, identifying concerns as they arise, and utilizing appropriate resources to resolve problems proactively whenever possible. This includes monitoring interpersonal dynamics and employee behavior to eliminate risks to personal safety and department property. •Monitoring and updating compensation practices against published trends/benchmarks and SOM policies/directives. Requesting permanent or temporary compensation changes, professional staff position reviews, and/or reclassifications for contract-classified staff as needed based on changes in responsibilities. •Collaborating with ABC Shared Services and the Dean’s Office on the annual merit review process for faculty and professional staff. •Developing and updating the department’s organizational chart. •Guiding and/or supporting the faculty Appointments and Promotions (A&P) process. •Working with the Chair to develop and implement strategic plans for faculty recruitment and retention.
Financial Management and Advancement/Fundraising Activities: Manage the department’s financial resources, which include federal and foundation grants, state budget allocations, and private gifts. Manage financial resources strategically to ensure practices meet ethical standards and reporting requirements. Direct, supervise, and review the work of departmental fiscal staff. Key competencies and responsibilities in financial management and fundraising include: •Developing comprehensive short- and long-term financial plans and budget models based on projected revenue and expenses and a thorough understanding of the department’s research and educational objectives and priorities. This includes advising the Chair, other faculty, and staff on the appropriate use of resources and, when necessary, prioritizing and reallocating resources. •Understanding and appropriately utilizing funding from multiple sources, including state budget allocations, indirect cost recovery funds, federal grants, gifts, royalties and endowments, and sponsored project funds. •Ensuring departmental practices comply with UW and SOM policies and mandates established by federal and other research sponsors; and developing, implementing, and/or refining internal controls to achieve these ends and meet auditing requirements. This includes analyzing budget variances to identify errors, waste, and misuse. •Providing regular and comprehensive financial reporting to department leadership, faculty, and both SOM and external stakeholders as appropriate. This requires (1) using UW systems and other software applications to run calculations and analyze metrics against budget models and benchmarks and (2) the ability to interpret financial reports/projections to guide decision-making and safeguard the department's financial viability. •Assessing and identifying the need for potential sources of additional funding to advance the department’s mission and vision. •Implementing and ensuring compliance with UW policies and procedures for payroll, procurement, travel expenses, and reimbursements.
Operations Management: Manage operations effectively to meet day-to-day and cyclical requirements. Plan, allocate resources, and monitor programmatic activities. Prepare reports on program outcomes and make recommendations regarding continuance/termination of programs. Plan or oversee marketing activities and publications. Key competencies and responsibilities in operations management include: •Coordinating various administrative activities necessary for the department’s day-to-day operations. •Implementing change management processes that meet the requirements of funding entities and take the department’s priorities and culture into account. •Building and maintaining relationships, partnerships, or coalitions to advance the department’s mission and vision. •Collecting data or overseeing data collection to evaluate current or proposed programs and activities. •Communicating opportunities and constraints to leadership and faculty about emerging trends and proposed activities. •Building consensus to support effective decision-making about departmental concerns. •Planning and organizing faculty meetings and retreats, departmental committee meetings, and symposia and special events targeting external audiences. •Managing and understanding the complexities of training programs, including fellowship, graduate, and undergraduate programs. •Understanding and managing training programs to include fellowship, undergraduate, and graduate.
Information Technology and Records Management: Manage and oversee the department’s information technology (IT) operations, ensuring timely and reliable access to software, telecommunications, networks, and other platforms required to execute business, educational, and research activities. Utilize and/or expand upon existing IT architecture as needed. Key competencies and responsibilities in IT and records management include: •Managing the department’s website and working with SOM strategic marketing and/or UW Creative Communications as needed to develop and improve content consistent with institutional branding standards. Ensuring the accuracy, currency, and completeness of all online content, including faculty biosketches; research activities and publications; and outreach, educational, and training programs. •Ensuring reliable and secure IT architecture is in place to meet department needs; educating faculty/staff about IT concerns; and enforcing appropriate use of departmental software and devices. •Evaluating the department’s short- and long-term IT requirements, consulting with faculty, lab managers, and other staff to understand unit-specific needs. This includes: (1) researching/evaluating IT solutions and making recommendations about the procurement of new platforms; (2) deploying IT solutions without significant disruption of research, educational, and business activities; and (3) ensuring compliance with licensing agreements. •Ensuring the secure and proper backup and storage of electronic (and paper) files and communications in compliance with department, SOM, and UW records retention policies. •Ensuring maintenance of a secure IT environment and that software/hardware updates – including antivirus protections and security patches – are implemented expeditiously. •Coordinating the proper disposal of surplus and outdated devices, hardware, and IT systems.
Research Management: Oversee the management of departmental research resources and processes. This includes acquisition of capital equipment, compliance with IRB and human subjects standards, enforcing lab safety requirements, and coordinating grant/contract processes. Key competencies and responsibilities in research management include: •Developing procedures for grant and contract administration. •Understanding and maintaining UW cost accounting standards. •Interpreting and enforcing compliance with federal, state, SOM, UW, and other policies, procedures, and regulations regarding research activities. •Supporting pre-award activities. This includes assisting faculty in identifying research sponsors; reviewing and approving all department grant/contract applications; assisting with the grant/contract proposal submission process as needed; and representing the department in negotiations with funding entities as appropriate. •Coordinating interactions with the Office of Sponsored Programs, Grant and Contract Accounting, and other units as appropriate. •Managing funded projects. This includes requesting new budgets or extensions to existing budgets; following proper accounting procedures for sponsored funds; procuring research equipment and supplies; assisting in the preparation of periodic reports; responding to inquiries from sponsors; and coordinating site visits and the submission of competitive renewals. •Managing the quarterly Faculty Effort Certification (FEC) process as required by the federal government or other funding entities. •Maintaining up-to-date information on the department’s overall research program and producing, when necessary, reports on departmental research activities, innovations and publications, and funding totals. •Accounting for facilities used in sponsored research through SIMS or other IT systems appropriate for this purpose.
Risk Management and Compliance: Manage and mitigate risk and promote compliance in accordance with the requirements of UW, SOM, regulatory bodies, and funding entities. Ensure operations and resource allocations align with the department’s mission, funding entity requirements, and other mandates. Key competencies and responsibilities in risk management and compliance include: •Implementing policies relating to IT equipment, communications (email, phone, or otherwise), and the proper handling, disposal, or destruction of documents and information. This includes ensuring all faculty and staff have completed required training. •Monitoring and provisioning access to information and physical space in accordance with accepted standards and research needs. This includes ensuring that appropriate security measures are in place to safeguard information, physical resources, and faculty, staff, students, and research subjects in all offices, labs, and other department-controlled spaces. •Building and maintaining relationships with SOM legal and compliance officials and UW Risk Services staff to ensure the most appropriate response to sensitive administrative matters. •Building and maintaining relationships with UWPD and Environmental Health & Safety (EH&S) when determining a course of action related to security, prevention or response to workplace violence, handling of suspicious packages, etc. •Investigating or referring all claims of inappropriate behavior or actions. •Conducting periodic risk assessments to identify operational, financial, reputational, and other potential risks to the department’s mission, faculty, staff, and students. •Developing and implementing a department-specific internal audit plan for activities that put employees at risk or require adherence to special compliance measures. •Ensuring that all new employees receive information on health and personal safety in the workplace; emergency evacuation procedures and routes; and resources for reporting or obtaining additional information about health, safety, and related matters. •Understanding the UW Medicine compliance infrastructure and serving as a department liaison to UW Medicine Compliance and related offices. •Incorporating best practices regarding compliance into departmental operations.
Facilities Management: Manage facilities to ensure effective, efficient, and safe operations and protection of resources. Key competencies and responsibilities in facilities management include: •Assisting the Chair in reviewing and assigning space to staff and faculty, including research lab areas and offices; and coordinating relocations of offices, labs, and personnel. •Developing written material for long-range space planning including planning for and overseeing renovation projects; collaborating with the Chair to develop proposals for requests for additional space, working with the Dean’s Office when appropriate. •Interpreting the requirements of federal, state, UW, and other laws and policies relating to safeguarding facilities and capital resources and incorporating best practices into department operations. •Building and maintaining relationships with UW Medical Centers’ facilities staff to ensure timely maintenance and repairs and to ensure compliance with remodeling and facility modification guidelines. •Directing facilities-related activities such as building/equipment inspections and upgrades. •Ensuring compliance with fire and safety codes, including compliance related to hazardous materials and other controlled laboratory chemicals and materials. This requires building relationships with EH&S staff and working closely with EH&S to resolve critical safety matters. •Overseeing the overall department management of the equipment inventory system including surplusing or returning capital equipment as necessary. •Monitoring the department’s space utilization through SIMS or other IT systems appropriate for this purpose.
Educational Program(s) Management: Support program administrator(s) and faculty in managing educational program(s). Key competencies and responsibilities in educational program management include: •Supporting faculty in managing and developing educational programs. This may include direct supervision of educational support staff; identifying financial and other resources in support of educational programs; and responding effectively to difficult or non-routine challenges. •Adjusting departmental policies to adhere to the guidelines of professional medical, educational, or research organizations. •Supporting periodic program reviews for accreditation, certification, or training grant renewals and managing changes to program requirements as directed by the Graduate School and/or SOM. •Responding to requests from current or potential graduate students and members of the general public about the department’s educational and research programs.
MINIMUM REQUIREMENTS This position requires a master’s degree in business administration, public administration, healthcare administration, or related field PLUS at least five years of relevant experience. A bachelor’s degree with 7 years of relevant experience may be substituted for the master’s degree requirement. Additional requirements include: •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. •Supervisory and office management experience. •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. •Proficiency in Excel with experience working with interactive Excel workbooks and proficient with formulas and data manipulation.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Experience in a medical school, research institute or university setting. •Experience with Continuous Process Improvement, •Experience in using software to perform sophisticated financial analyses. •Knowledge and/or experience of state and research cost recovery (RCR) accounts.
CONDITIONS OF EMPLOYMENT 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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