Salary is commensurate with education and experience
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our 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.
The Department of Psychiatry and Behavioral Sciences at the University of Washington is the third largest department within the School of Medicine with 285 full-time faculty members, 515 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to tele psychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic Psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department's highly competitive residency training programs in Psychiatry and Psychology train the next generation of Mental Health Professionals and Researchers. The Department's robust research portfolio totals about $30 million in grants and contracts per year for projects ranging from basic and clinical neurosciences to treatment development, health services research, and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, Services for High Risk Youth, Neurosciences, and Trauma. The Department is also developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry & Behavioral Sciences in the UW School of Medicine currently has an outstanding opportunity for a DIVISION ADMINISTRATOR. In collaboration with the Director of the Neurosciences Division and the Associate Director for Research for Psychiatry, the Division Administrator will manage administrative and financial operations of a multi-faceted Division within the Department of Psychiatry & Behavioral Sciences. The Neurosciences Division conducts basic science laboratory research in 3 different physical locations, two within the UW Health Sciences complex and one at the Harborview R&T building.
This position is the financial and administration manager for a large, scientifically productive Division and significant collaborations across multiple departments within the School of Medicine as well as VA Puget Sound and Seattle Children's Research Institute. It is essential the Division Administrator be knowledgeable regarding fiscal and administrative compliance issues relevant to federal sponsored research, animal research and laboratory compliance. It is the Division Administrator's role to interpret and apply these complex policies to the work performed by the Division. The Division Administrator is responsible for the operations of a Division with the largest portfolio of federal grants and contracts within the Department of Psychiatry. The success of the Psychiatry Department research mission is heavily dependent on the success of the Neurosciences Division. The Division Administrator will be responsible for facilitating this success across the diverse faculty and various locations of this division.
45% Grants/Contracts and Fiscal Management:
Facilitate pre-award activities between Neurosciences faculty and ABC Shared Services. This includes assisting faculty with developing budgets, budget justifications, facilities and resources documentation, biosketches and other support documentation, and supervising the submission/review/approval process.
Directly responsible for all post-award fiscal operations to insure that sponsored research budgets are managed in accordance with sponsor, University and Department policies and procedures.
Prepare complex fiscal projections across award periods and fiscal years. Identify unfavorable variances and communicate about these proactively to the Principal Investigator, Division Director and Psychiatry Associate Director for Research, including suggesting fiscally appropriate remedies.
Consult with Division faculty, as requested, regarding allocation of resources to insure complex research activities are accomplished on time and on budget.
Plan and supervise implementation of payroll allocations for more than 35 faculty and staff across 70+ budgets.
Supervise Division fiscal operations and insure compliance with sponsor guidelines, including purchasing, travel and reimbursements.
Supervise/coordinate development and submission of fiscal and progress reports to satisy sponsor requirements.
Supervise/coordinate compliance with diverse laboratory safety protocols, including annual inspections and documentation of lab safety training across multiple laboratories in 3 different physical locations.
Supervise compliance with IACUC policies and procedures for the participation of animals in research.
25% Strategic Planning:
In collaboration with the Director and Division faculty, facilitate development and implementation of the Division's strategic plan and insure that administrative and fiscal operations support the Division's mission, vision, goals and align with the Department of Psychiatry & Behavioral Sciences and the University at large.
Coordinate strategic planning for the Division and supervise implementation of the plan.
Facilitate process improvement across all areas of Division operations to insure efficient and effective operations.
30% Program Operations and Human Resources:
Supervise a staff member who creates and maintains laboratory equipment, supplies, structures, computer networks, and computer servers for the entire Division. Conduct performance reviews and provide coaching and feedback.
Oversee human resources functions for the Neurosciences Divisions to insure compliance with University human resources policies and procedures. Provide consultation to Division faculty and research coordinators regarding human resources matters, including hiring, onboarding, performance evaluation and correction, etc. Facilitate corrective action, reduction in force and other human resources actions that affect Division staff.
Supervise Neurosciences Division communications, including faculty meetings, staff meetings, and other forms of internal communications.
Serve as liaison and Neurosciences Division representative to the Department, Univeristy, sponsors, partners, and others.
Supervise Neurosciences Division operations to assure that operational goals of the Division are met in accordance with the policies and procedures of the Division, the Department and the University.
Bachelor' degree in relevant field required plus 4-5 years relevant work experience.
Experience with academic research program operations, administration, fiscal management required.
Human resources experience, including hiring, supervision, performance review, coaching is required.
Sponsored projects experience required, including pre-award and post-award management and compliance.
Budget development, monitoring and reporting experience required.
Experience managing a large portfolio of diverse budgets required.
Strong organizational and management skills, including process improvement, required.
Effective verbal and written communication skills required.
Strong interpersonal skills, including demonstrated supervisory skills, and ability to communicate effectively verbally and in writing is required.
Proficiency with Microsoft Windows, Outlook, Word, Excel, PowerPoint is required.
Demonstrated ability to juggle multiple deadlines is required. Proven administrative, financial and problem-solving skills is required.
Demonstrated ability to work independently with a high degree of reliability, accuracy and productivity is required.
Experience with University of Washington research-related administrative and fiscal systems, policies and procedures is required.
Master's degree in Public Health, Health Administration, Business Administration, or Public Administration desired.
Experience with wet lab policies and procedures and/or animal model research is desired.
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history 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.