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Our Astronomy department has an outstanding opportunity for a part-time, 50%, Program Operations Specialist to manage the operation of the DIRAC Institute. The DIRAC Institute: The Data Intensive Research in Astrophysics and Cosmology Institute is a world leading, interdisciplinary research center that addresses fundamental questions about the origins and evolution of our universe.
Under the direction of the DIRAC Co-directors the Program Operations Specialist will provide administrative leadership and operational direction. This position is the senior administrator and primary programmatic point-of-contact for both Institutes and is responsible for establishing and maintaining policies and procedures for all areas of the Institute, including budgeting, finance, fellowship programs, space planning and utilization, and strategic planning. The Program Operations Specialist will develop the web presence for the Institute including online material, engage in outreach and external fund raising for the Institute, and manage the visitor program
The Program Operations Specialist will work with the Institute Directors to develop institute identities as well as policies, procedures, and strategies for raising the visibility and effectiveness of supported Institute. This position also works with Directors and Steering Committees to plan new programs, develop and carry out implementation strategies, and meet milestones.
The Program Operations Specialist will be responsible for providing administrative leadership across a wide spectrum of complex business, administrative, and operational activities. The Program Operations Specialist will work closely with lead administrative staff in the Department of Astronomy and the College of Arts and Science, as well as the Directors, Steering Committees, investigators, and staff, who span a number of departments.
Specific complexities that this position will encounter on a day-to-day basis are as follows:
Establishing and maintaining organizational goals, and monitoring Institute's progress towards goals.
Developing and carrying out new processes and practices for postdoctoral and graduate fellow recruitment, application review, and fellowship program management.
Administration and financial oversight of operating budgets totaling over $3.5 million over 5 years.
Planning, organizing, and executing nationally and internationally attended conferences and workshops.
Duties & Responsibilities:
Strategic planning and project management
Write and direct the preparation of clear and effective reports and other documents, including research progress reports, annual updates to funding agencies, and program and curriculum reviews. Manage deadlines and coordinate activities of multiple authors across multiple institutions, and contribute information about finance and administration.
Establish and maintain recognizable identities and branding. Develop and implement marketing strategies, design and maintain websites, write content for websites and other publications, and manage production of print collateral and other materials.
Organize and attend administrative and strategy-planning meetings as needed, both ad hoc and as part of regularly convened groups at UW.
Develop new processes and practices for pilot funding and other new initiatives and programs of the supported Institutes. Track commitments and prepare related reports.
Financial analysis and management
Advise the Directors on Institute finances and short- and long-term financial planning and resource allocation for all Institute operations.
Apply principles of financial management and cost accounting standards to prepare complex reports including analysis and forecasting for the Directors.
Conceive, plan, and coordinate budgets and financial forecasts for projects, new initiatives, and program matching.
Establish and carry out processes to monitor, approve, and reconcile expenditures on Institute budgets. Review and approve purchases for goods and services.
Conference, visitor and event organization and execution
Plan, organize, and execute nationally and internationally attended conferences and workshops with 30+ attendees of up to a week in length.
Plan, organize, advertise, and execute a monthly seminar series.
Coordinate all logistics for visiting scholars, and visiting seminar speakers.
Grants and research administration
Facilitate grant proposals and progress reports. Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in the call for proposals. Prepare or coordinate preparation of supporting materials and other proposal-related documentation.
Provide post-award support to external awards; activities will include monitoring faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out.
Monitor all Institute research awards for compliance with university and sponsor policies.
Tracks work of the team using JIRA and Confluence and reports on status of programs and projects
Manages travel and schedules of Institute
Resolves complex questions or issues that arise, and coordinates with and escalates to PI as needed and as appropriate.
Education, Development and Outreach
Develops proposals to external foundations for funding of the DIRAC Institute
Manages relationships with external foundations, developing and supplying material that describes the mission and developments from DIRAC
Develops, coordinates, and prepares and presents material at site visits from sponsors
Works with the Directors to plan on-boarding of new team members, including subject matter, training pace, evaluation, peer training coordination, and assignment of work during the initial on-boarding period;
Prepares and leads outreach efforts to other campus and research units