| 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 Global Health (DGH) was established in 2007, with a mission to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally led, quality health systems, programs and policies. The Department has grown to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity, and justice for all.
The International AIDS Research and Training Program (IARTP) was established in 1988, with funding from the Fogarty International Center, National Institutes of Health, with the goal of fostering international collaborative AIDS research through scientist exchange. Since the University of Washington IARTP began, over 240 research scientists from 22 countries have traveled to Seattle for training. Many former IARTP students continue collaborative research relationships with UW colleagues after they return to their home countries.
Global Health has an outstanding opportunity for a full-time Program Operations Specialist.
The IARTP Program Operations Specialist provides fiscal and programmatic administration to IARTP leadership, trainees, and staff affiliated with Fogarty global health programs at the university. This individual will manage the daily operation of two training and research grants. This person will routinely interact with academic clinicians engaged in research in resource-limited settings, with trainees (10+ per year) working in Seattle and overseas, and Dr. Carey Farquhar, Director of IARTP.
This position requires excellent organizational skills, effective prioritization and time management, a high degree of professionalism and sensitivity to diverse cultures, strong skills in written and verbal communication, acute financial and personnel management, and independent problem solving.
IARTP Program Manager Job Duties
Financial and Grants Management
Oversee pre- and post-award administration for IARTP awards, nearing $1 million annually.
Compile and facilitate the completion of grant applications and then marshal grant through UW systems.
Draft and submit annual progress reports to sponsor.
Create subawards with foreign advances and reconcile and approve payments in ARIBA.
Track and approve expenditures on respective budgets in Purchase Path and ARIBA, whilst maintaining allowability and compliance.
Develop and track sub-budgets and administer field advances and track expenses.
Review IARTP Procard and CTA.
Ensure that Grant Contract Accounting reports are accurate and submitted on time to sponsor.
Facilitate payments through UW-Kenya for workshops, collaborative meetings, and other expenses.
Review and approve all budget activity reports (BAR), and review GCCRs quarterly with IARTP Director. Track expenses on internal tracking sheet to record projections and expenditures.
Manage process for foreign national payments (Certificate of Foreign National Status; Form 1007, etc.).
Attend monthly MRAM, RAPN, and other meetings to stay up-to-date on University grants and contracting policies.
Design and implement standard operating procedures (SOP) for IARTP activities and operations.
Triage emerging challenges through creative problem solving and administrative oversight.
Oversee Program's rhythm of business through developing annual schedule of reoccurring activities and SOP.
Track all project progress, including maintaining systems for tracking project documents and timelines to ensure timely output and deliverables to stakeholders.
Maintain routine communication and coordinate flow of information between IARTP Director, trainees, UW team members in different Departments, Schools, and programs and between UW, sponsor, and external stakeholders to support effective communication and efficiency.
Confirm funding for fellowship appointments with other research grants and draft award letters.
Manage IARTP application from internal to larger UW systems. Organize trainee selection meeting with review committee.
Coordinate trainee and mentor evaluations and new student orientation.
Revise and maintain IARTP trainee handbook (50+ pages) annually.
Ensure IRB approvals are in place for trainee projects and reported to funding sponsor.
Ensure that all publications from funded projects are compliant with PubMed and have PCMID numbers.
Provide updates on trainees in NIH CareerTrac.
Determine correct visa types for visiting trainees, students, and faculty. Facilitate visa request flow between visitor and UW visa offices. Ensure that trainees hold the correct insurance that complies with visa requirements.
Work with DGH Administrative Core to update payroll and FTE allocations, as needed.
Coordinate with Departmental HR to process stipend payments and payroll appointments for trainees, RA's, and staff on program budgets.
Liaise with Departmental HR and IARTP faculty to recruit and hire staff for temporary and permanent appointments.
Recruit, hire, and onboard research assistants and staff for program.
Disperse budgets to pay trainee tuition; apply for tuition waivers as needed.
Meet with IARTP Director and Program Coordinator weekly to discuss program, address issues, and confer over any other matters.
Participate in monthly DGH Program Manager's meetings to connect and knowledge share with peers performing similar job functions.
Supervises 0.80 FTE Program Coordinator and up to two 0.50 FTE student workers. These responsibilities include recruiting, hiring, directing the work of others, conducting performance evaluations, mentorship, advising, disciplinary action, and termination, if necessary.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
| Bachelor's Degree in Global Health, Sociology, Anthropology or other related field and three years of experience in program coordination demonstrating excellent verbal and written communication skills, strong organizational skills, personal initiative and ability to work independently as well as part of a team or equivalent combination of education and experience. |
Able to work in a fast-paced environment with demonstrated ability to juggle multiple and competing demands, establish priorities, and meet deadlines. Proven ability to manage complex workloads and competing deadlines.
Strong and effective program and pre- and post-award grants management skills.
Ability to work effectively with program faculty, including the ability to manage different communication and work styles effectively.
Excellent organizational skills and strong attention to detail and willingness to share information.
High degree of professionalism and diplomacy; excellent interpersonal skills and ability to work with a wide-ranging constituency (e.g., faculty, staff, students, and institutional officers). Ability to remain personable, professional, and organized under potentially stressful situations.
Flexibility, creativity, team-oriented, motivated, and energetic individual.
Demonstrated ability to identify, interpret, and follow policies and procedures (academic, federal, state, and sponsor).
Knowledge of NIH policies.
Experience with IRB applications and training grants.
Expertise in Microsoft Office Suite (Outlook, Word, Excel, Powerpoint).
Strong communication skills (written and oral).
Ability to operate in situations of uncertainty, and trouble-shoot challenges semi-independently while demonstrating appropriate judgment and seeing projects through to completion.
Experience working with UW administrative, purchasing systems, and personnel procedures (OPUS, MyFD, SAGE, SDB, Ariba, Purchase Path, Grant Tracker).
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.