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One of the largest and most comprehensive humanities centers in the United States, the Walter Chapin Simpson Center for the Humanities is dedicated to supporting cross disciplinary research and inquiry among University of Washington faculty and graduate students and to underwriting initiatives in the humanities at the leading edge of change. The Simpson Center acts as a grant-making unit within the university, generates and supports projects funded by outside grants and revenues and administers budgets totaling in excess of $1.1M, with endowments of over $11M.
The Simpson Center works with a wide range of academic departments and units at the University of Washington as well as with cultural organizations, institutions of higher education, and granting agencies and foundations in the greater Seattle area, across the country, and around the globe. Largely project and event based, the Simpson Center is well known for its visiting speaker series, conferences, colloquia, and workshops on subjects central to the humanities. Unlike academic departments the Simpson Center does not have permanent faculty appointments and does not offer degrees; accordingly, the Simpson Center is not responsible for recruitment of faculty and the preparation of faculty promotion files or for the advising of students.
The Simpson Center is known for its welcoming intellectual environment. It is also known internationally for its initiatives in the digital humanities and in taking scholarship beyond the academy to broader publics. The Simpson Center recently concluded a five-year campaign to raise $1,875,000 in matching funds for a prestigious grant from the National Endowment for the Humanities; it is presently home to a four- year grant from the Mellon Foundation to reimagine the doctorate in the humanities. Graduate education in the humanities is a current focus of the Simpson Center. Developing regional networks is one of its ambitions.
The Simpson Center has an outstanding opportunity for a full-time Administrative Specialist.
The Simpson Center Administrative Specialist assures the operational integrity of the Center. Responsible for the development, implementation, coordination, and management of the administrative and financial activities of the Center, this position works closely with the Director and Assistant Director on strategic planning and bears primary responsibility for the Center's budget management, research grant administration, and office operations. The Administrative Specialist ensures the smooth operation of the Simpson Center as a leading national cross disciplinary research center, with an emphasis on collaboration, by serving in the following capacities:
Acts as the Center's chief financial officer, establishing, maintaining, and monitoring fiscal processes of authorization, reconciliation, and reporting for all Simpson Center budgets in compliance with university, state, and federal mandates.
Performs budget analysis and makes strategic recommendations for optimizing resources and sustainable planning.
Oversees and administers the Simpson Center's internal grant-making processes;
Oversees pre-award development and post-award administration for all external grants and subcontracts for the unit.
Manages hiring and appointments for all permanent staff as well as project-based staff.
Establishes and oversees data management and records retention policies and practices.
Oversees Simpson Center facilities, consisting of meeting spaces, event spaces, and offices supporting scholarly residencies, conferences, and working groups.
This position requires superior organizational, communication, management, and social skills, including the ability to work independently and collaboratively; the ability to lead staff in working together to achieve the Simpson Center's goals; the ability to track multiple and complex projects under the pressure of frequent deadlines and changing priorities; discretion and diplomacy in interactions with the full range of academic employeesadministrators, faculty, students, etc.and non-academic vendors; familiarity with university systems and procedures; and the ability to research, analyze, and implement policies and procedures as they apply to evolving Center needs.
Fiscal management: Budget responsibility and oversight
Monitor, control, reconcile, and review budget status and expenditures for all Simpson Center budgets, including state funds, gifts and endowments, and grants and subcontracts. Track and project revenue and expenditures. Track budget revisions and updates; perform cross-systems checks. Generate and analyze status reports for Center leadership and management, for projects and grants. Create budget projections, make strategic management recommendations, and inform strategic planning and continuous improvement efforts by assessing unit budget needs and resources.
Oversee and monitor accounting practices and procedures to ensure compliance with internal and external audit requirements. Review, submit, and audit expenditures on unit budgets, including expense transfers, purchasing requests, travel and research reimbursements, payroll, procard, and corporate travel account transactions.
Serve as liaison to College of Arts & Sciences Finance and Administration and Shared Services offices.
Oversee internal grant submission, review, and notification procedures. Manage with accuracy and discretion the bi-annual funding rounds (@125 submissions annually).
Oversee external grant administration. Serve as unit resource for pre-award and post-award grant development and stewardship and as primary liaison with P-Is, OSP, and GCA to resolve questions and issues.
Oversee collection and analysis of longitudinal internal grant project data; inform strategic planning by assessing project needs and trends.
Personnel management and leadership
Lead all external and internal grants hiring and personnel issues. Serve as point person for hourly hires in unit. Know and interpret UW, state, and federal policies and procedures as well as stipulations of various union contracts in order to advise and counsel faculty, staff, and students. Work with faculty P- Is and Human Resources to craft job descriptions as required for project work and in compliance with HR regulations.
Manage hiring and appointments of permanent staff. Maintain personnel files in accordance with applicable UW, state, and union rules.
Assume responsibility for coordinating with Shared Services Center on leave accounting, payroll, and timesheet approvals for the Simpson Center office.
Supervise administrative support (Program Coordinator) position (reception, scheduling, fiscal support, clerical, purchasing) and student receptionist(s).
Co-lead Simpson Center staff meetings with the Simpson Center Assistant Director and co-lead staff in working together to achieve Simpson Center goals.
Oversee unit facilities. Establish facility use policies. Ensure high-functioning, well-presented event and working spaces, supporting upwards of 400 campus and public events, and 25-35 research projects and working groups annually. Evaluate need for repairs, alterations, and major and minor remodeling. Oversee implementation of improvement plans, equipment installations, etc.
Oversee the set-up and orientation of new staff and scholars to the Simpson Center, including office and computer set-up.
Supervise procurement of supplies and services for the office.
Ensure unit compliance with records retention and public records regulations and procedures. Establish unit policies and procedures for records retention in compliance with UW policies and guidelines, and oversees implementation according to schedule.
Establish and oversee data management systems and strategies.
Other tasks as requested by the Director.
Reports to the Simpson Center Director.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
| Experience in budget management and staff supervision. |
Familiarity with University of Washington budget and Human Resources policies and procedures.
Familiarity with University of Washington administrative regulations, procedures, and practices, such as My FD, FIN, UW Hires, Granttracker, SDB, BGT, SAGE, Equipment Inventory, and other systems.
Familiarity with UW travel and procurement policies and procedures.
Familiarity with events and conference management.
Background and/or interest in working for an arts, humanities, and/or non-profit organization.
Masters' degree in related field such as public administration, higher education, or accounting and/or significant work experience in higher education.