Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position please visit our website Benefits page.
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.
Our Department of Chemistry, has an outstanding opportunity for an Administrator.
Under general direction of the Department Chair, the Administrator leads all aspects of the administration of the Department of Chemistry. Chemistry is one of the largest academic units at the University of Washington, with 45 faculty members, approximately 65 professional and classified staff who support the faculty-directed instructional and research programs in the Department of Chemistry, 65 postdoctoral research associates, 235 graduate students, over 800 undergraduate majors, an annual teaching load of 70,000 student credit hours and annual grant and contract expenditures of ca. $23M. The Administrator works closely with the Chair and Associate Chairs to facilitate the activities of this technically complex and continuously evolving program, which is among the largest of its kind in the nation. The Administrator serves as business manager and senior administrative representative for the Department, acting independently and responsibly within the University's policies and procedures to achieve Department goals. Specific responsibilities include enterprise-wide strategic planning and financial management, budget preparation, facilities design, renovation, and maintenance, capital planning, grant and contract administration, human resources, general administration, and resource allocation.
Characteristic Duties and Responsibilities
Oversee the business administrative and financial management functions of the Department, including administration of annual grant and contract budgets in excess of $20M, a state-derived faculty and staff salary budget of $10M, an operating budget (including state-, lab fee-, indirect cost return-, and endowment-derived components) of $3M plus a research storeroom and shop/instrument derived revenues of over $1M.
Supervise approximately 45 permanent professional and classified staff in the following divisions: purchasing and accounting, undergraduate instructional services (both technical and advising), research technical services (including spectroscopic facilities and computing, mechanical, and electrical shops), and clerical/administrative services.
Evaluate and act on requests from some 45 faculty members for assistance with their research, teaching, and service activities, frequently involving issues of resource allocation.
Anticipate the need for, solicit funding for, and act as lead on the design of departmental renovation and new construction projects involving office and technically complex laboratory spaces. Based on laboratory design standards and experience, elicit from faculty their specific laboratory requirements and translate that information into high quality, state-of-the-art laboratory designs. Transmit departmental program and needs to campus personnel, assist in selecting architects and consultants appropriate for the project, and ensure consultant's work reflects departmental needs.
Serve as liaison with units outside the department, including leadership in the College of Arts & Sciences, Environmental Health & Safety, State and Internal Auditor's Offices, Office of Planning & Budgeting, Capital Projects, Facilities Services, etc.
Make recommendations to the Chair and Associate Chairs regarding enterprise-wide fiscal and space resource allocation.
Prepare budget requests and justifications including capital, equipment, and operations.
Participate in routine and non-routine Department audits with staff from the Internal and State Auditors' offices. Assure Department meets audit guidelines and is in compliance with federal Uniform Guidance policies. Participate in endowment agreement design, donor relations, and general stewardship activities.
Serve on Department Safety Committee, charged with implementing and regulating safety programs for research and instructional laboratories, including compliance with hazardous materials handling regulations and assuring appropriate levels of disaster planning.
Coordinate summer quarter undergraduate instruction program (e.g., budget, allocation of space and TAs).
Assume other duties as requested by the Department Chair.
Perform other duties as required.
The Administrator reports directly to the Department Chair and exercises functional and administrative supervision over 45 permanent professional and classified support staff and a smaller number of temporary part-time staff. Direct supervision of 7.0 FTE professional staff.
A Bachelor's degree in a relevant field AND five years of management-level experience in a large academic department, OR an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
A minimum of 5 years of management-level experience in a large academic department.
Proven leadership, communication, team building and problem solving skills.
Demonstrated ability to effectively address complex administrative issues.
Exceptional written and verbal communication skills, including a highly developed ability to prepare written communication related to the position and draft documents for the Chair.
Proven ability to handle executive-level confidential and financial information with a high degree of tact, judgment, discretion, and diplomacy, and awareness of ramifications of decisions.
Strong interpersonal and collaborative skills to work with large, diverse groups.
Proven administrative, financial, organizational, and problem-solving skills.
Demonstrated excellence in financial operations and financial analysis as applied to federal grants and contract budgets, state budgets, and endowment-derived budgets.
Ability to perform tasks independently with precision, accuracy, and meticulous attention to detail in an intense work environment.
Ability to react to changing needs and take the initiative to make suggestions, use available resources, and find solutions to answer questions, solve problems, and help better meet the goals of the Department.
Demonstrated excellence in the design and construction of state-of-the art instructional and research laboratories.
High-level computer literacy.
Supervisory and office management experience.
Experience working with academic/professorial faculty members.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Bachelors or advanced degree in a chemical science or related scientific field.
Experience with administration of a large science department in an academic setting.
Ability and drive to provide excellent customer service and to interact successfully with students, staff, and faculty, including non-native English speakers, using excellent verbal and written communication skills.
Excellent time-management and organizational skills and the ability to independently manage work priorities across multiple complex projects, meeting stringent timelines with minimal supervision.
Familiarity and understanding of University of Washington budgetary policies and procedures and federal grant and contract policies and procedures. Knowledge and/or awareness of grant submission systems (e.g., SAGE, Fastlane, Grants.gov, eRA Commons).
Experience with UW applications and systems (e.g., Workday, SIMS, MyFD, SAGE, FIN, BGT).
Working knowledge of UW HR/Payroll systems and procedures.
Demonstrated experience with innovation in areas such as administrative systems, partnerships, etc.
Conditions of Employment Occasional work outside of typical business hours may be required to meet specific deadlines or to accommodate special events taking place outside of normal working hours.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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 Work 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.
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.