Salary is commensurate with education and experience.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
EarthLab is a new initiative stewarded by the College of the Environment which supports application-focused interdisciplinary collaboration across and beyond the University of Washington. EarthLab focuses on addressing our world's most pressing environmental challenges catalyzing collaborations with partners across the private, public, and non-profit sectors. By linking knowledge and action to accomplish meaningful change, EarthLab will help develop lasting solutions that are scientifically sound, technically feasible, and economically viable, while promoting equity and justice. The initial EarthLab focus areas are Climate Security and Resilience, Natural Hazards Resilience, Ocean Health and Conservation.
EarthLab has an outstanding opportunity for an Administrator to manage its financial, human and physical resources to ensure that UW and partner intellectual and financial resources are effectively mobilized to meet increasing demand for EarthLab products and services. The Administrator will bring and ensure nimble, entrepreneurial administrative and financial management that enables EarthLab scholars, staff, and students to implement innovative projects and partnerships and rapidly respond to new opportunities. The Administrator will help develop policies and procedures for professional advancement, and incentives and arrangements for faculty, staff and student involvement that make EarthLab a highly desirable place to work and a prized collaborator.
The Administrator will report to the EarthLab Executive Director. The Administrator collaborates with the Executive Director in making budgetary and planning decisions, representing the Director's priorities and participating in long-range planning and policy making in support of EarthLab. The Administrator will work closely with EarthLab leadership (Executive Director and Earthlab Executive Group (focus area leads) to ensure the delivery of administrative support to EarthLab focal areas. The Administrator will initially supervise two-three staff members responsible for EarthLab's fiscal, operations and grant and contract management.
This position requires an ability to think strategically, direct and manage multiple priorities, quickly analyze financial and personnel situations, and make sound decisions. The Administrator must be an effective time manager, have excellent business acumen and administrative judgment, and be able to keep the big picture in mind, while also knowing the details of EarthLab day-to-day activities. Exceptional people and communication skills are central to this position since it is supervisory and interacts with many different people with diverse needs both internal, from across the College and University, and external to the University.
Management of Financial and Physical Resources:
Work with the EarthLab Executive Director, the Executive Group, Advancement, and the College to develop the financial model for EarthLab that will best support the unique, creative and entrepreneurial programs and services offered, one that is efficient and comprehensive.
Oversee the Analyst and Specialist in the day-to-day management of EarthLab, and approve expenditures including expense transfers, changes and additions to payroll, leave records, ProCard and corporate travel account transactions, reimbursement processes and systems, purchasing and check requests, as well as grant and non-grant budget reconciliation, providing advice and guidance as needed.
Work with the EarthLab Executive Director and Executive Group to make necessary budget revisions and to manage determination of appropriate budget(s) to use for expenditures, allocate expenses to the appropriate programs, and ensure reimbursements and payments are made in a timely manner.
Track funded/outstanding commitments and any revenue, such as ICR returns.
Prepare and maintain budget projections and estimates, expenditure reports, analyses and forecasts. Prepare reports and communicate regularly with the Executive Director and EarthLab Executive Group.
Monitor budgets for individual EarthLab focus areas and EarthLab as a whole. Identify trend data for all fund sources and expenditures and take appropriate action as needed.
Oversee the development, modification and maintenance of multiple record keeping and reporting systems for complex and varied sources of funding for the EarthLab including state budgets, contracts, gifts, grants, and discretionary funding dedicated to specified purposes. Ensure compliance with federal, state, and university budget regulations.
Collaborate with the CoEnv Administrator to ensure effective leveraging of CoEnv Dean's Office administrative staff as needed.
Work with the Executive Director to oversee planning and management of EarthLab physical space.
Oversee Program Operations Specialist's interface with external vendors on purchases, quotes, maintenance and repairs
Oversee the proper inventory and tagging of equipment to meet University policy.
Grant and Contract Oversight:
Act as backup to the Analyst for reviewing and approving grant applications, ensuring grants comply with UW and sponsor standards and requirements.
Serve as a resource for research grants and contracts management
Oversee and monitor accounting practices and procedures to ensure compliance with internal and external audit requirements.
Provide high-level administrative trouble-shooting, oversight and awards compliance for major programmatic awards where such administrative oversight is explicitly committed.
Oversee development of position descriptions
Oversee staff recruitment, hiring, and onboarding/off-boarding, and development.
Advise and counsel EarthLab leadership in recruitment, hiring of other professional staff.
Advise managers on position management, succession planning, and position classification including counseling through promotions, retentions, with adherence to University best practices and regulations. Execute salary-related actions such as promotions, temporary increases, merit increases, performance reviews, etc.
Advise P.I.'s/managers on recruitment strategies and best practices. Develop and implement policies and procedures to streamline the hiring process.
Advise Executive Director on personnel issues; work closely with College and Campus HR to resolve performance or other problems.
Manage EarthLab annual review and merit process, including planning and executing merit increase processes and working closely with focus areas leadership to ensure successful implementation
Ensure compliance with UW HR policies including leave approval and reporting, extra compensation, outside work, etc.
Other duties as assigned
For detailed information on Benefits for this position click here.
Bachelor's degree in business or other related field and at least four years of increasingly responsible experience in a University academic management-level position.
Demonstrated experience managing the operations and staff of a university department/unit/program.
Experience in managing grants, contracts and other agreements with a wide variety of sponsors, timetables, contracting arrangements, etc.
Able to quickly analyze and prioritize multiple competing demands, work well under pressure and meet deadlines.
Flexible in the face of changing priorities internal to EarthLab.
Excellent written and oral communication skills.
Proven accuracy and attention to detail.
Self-motivated and able to work independently, as well as collaboratively, with colleagues in EarthLab and throughout the University
Excellent office computer skills to include MS Word, Excel, and willingness to learn other applications/programs as necessary.
Strong interpersonal skills.
Ability to embrace and work within a start-up environment; interest in being involved with something new and undefined.
Demonstrated ability to effectively manage an externally-facing unit with responsibility and responsiveness to both internal and external stakeholders.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Familiarity and understanding of University of Washington budgetary policies and procedures and federal grant and contract policies and procedures
Knowledge of UW applications to include Workday, SIMS, MyFD, SAGE, FIN, BGT, etc.
Working knowledge of UW HR/Payroll systems and procedures
Demonstrated experience in innovation re: administrative systems, partnerships, etc.
Conditions of Employment:
Willingness and ability to work over 40 hours per week when necessary, especially during high-intensity, cyclical, and deadline-driven budgetary events.
Application Process: 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 Workforce Authorization, Criminal Conviction History, 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.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.