Salary is commensurate with education and experience.
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.
Washington Sea Grant (WSG) has an exciting opportunity for an Administrator to serve as the senior business and administrative manager. The position provides leadership, strategic thinking and expertise to maintain the efficiency and success of WSG's fiscal, human resources, and operational responsibilities. The Administrator is the chief liaison between WSG and other campus and non-campus offices that deal with financial and administrative matters. The Administrator is responsible for ensuring that WSG is compliant with federal, state, local and university rules and regulations. Reporting to the Director, the Administrator oversees day-to-day WSG operations, and serves as a member of the WSG Management Team.
About Washington Sea Grant:
WSG is the federally designated Sea Grant program for the state of Washington, one of 33 programs located throughout U.S. coastal and Great Lakes states. It is funded through a university-NOAA partnership and, in addition to administering research grants and student fellowships, employs 26 full and part-time staff supporting a diverse range of activities. Part of the University's College of the Environment, WSG serves the state and region by providing technical assistance to marine resource users and managers, engaging the public in activities that promote ecosystem health, educating students of all ages and funding vital marine and coastal research. It is considered a "major project" under federal guidelines and provides statewide administrative and fiscal services to program participants. The Administrator plays a critical role by providing constant interpretation and application of complex policies and works closely with the Director and WSG management team to ensure that the University meets all federal legislative criteria and national programmatic standards to maintain its federal designation as a National Sea Grant College Program. Finally, the Administrator works closely with the Director and other staff in developing requests to outside funding sources to increase funding available for the program and associated University activities.
The Administrator interacts with the Director, the National Sea Grant Office, principal investigators, WSG staff, and administrative personnel at the University and other partner organizations. The Administrator is responsible for initiating and fostering effective and positive communication with both colleagues and clients and will regularly engage in proactive communication with other units and offices within the University. In addition, due to the complexities of interacting with these varied groups, the Administrator must be aware of governing rules, policies and regulations - being able to explain as well as implement. The Administrator must work independently to solve problems and ensure timely and accurate responses, initiate changes in the program, exercise independent judgment and decision-making authority using tact and diplomacy, and work strategically to ensure to ensure the mission and goals of WSG are supported and flourish.
Working closely with the WSG Fiscal Officer, the Administrator provides overall management for WSG's annual budget of about $6 million, including the program's complex four-year federal omnibus grant. That grant currently comprises more than $11 million in base funding; multiple amendments adding an additional $2-$3 million; more than $7 million in required cost share; and approximately 40 sub-budgets comprised of over 35 individual research projects that involve multiple UW organizations, investigators, and outside institutions. The WSG Administrator plays an important role in guiding and implementing a biennial RFP process in which WSG develops 1-2 requests for projects, receives a large volume of proposals and conducts highly competitive state and regional review processes to award approximately $2 million in research funding. The Administrator also guides WSG participation in national Sea Grant competitions, a role that requires reconciliation of the processes of external research entities with federal and university requirements. The WSG Administrator acts as an internal subject-matter-expert for funding and cost share related matters, working with the Fiscal Officer to ensure comprehensive management and monitoring all grants, self-sustaining budgets, gifts and other budgets dedicated to specified purposes. The WSG Administrator oversees all fiscal tracking and record keeping in federal and University systems.
The Administrator must constantly juggle competing priorities and be able to interpret complex requirements reconciling needs of multiple entities: National Sea Grant Office; University of Washington compliance and central office units; state of Washington; and partnering agencies. Demonstrated understanding and application of OMB Uniform Guidance will be critical.
In addition, the Administrator is responsible for all daily WSG operational functions including human resources (HR), facilities, and business-related processes that require the incumbent to implement all related University and state requirements.
Personnel Management and Administration
Serve as the WSG human resources manager, providing leadership and oversight for all personnel actions including recruitment, hiring, employee performance evaluations, promotions, disciplinary actions, and maintenance of staff personnel files.
Assist the Director in assembling materials for professional staff recruitment, appointment and promotion.
Oversee and play lead role in WSG use of new UW Workday system for human resources and payroll.
Ensure departmental employment practices are in compliance with University personnel policies and procedures.
Conduct orientation for each new staff member and exit interviews for all departing staff to ensure that they are knowledgeable and comply with department practices and guidelines.
Supervise the WSG classified and professional administrative staff, working with them to plan work activities, support professional development and evaluate performance.
Formulate and implement administrative and operational policies.
Develop and implement a comprehensive records retention and archiving system that meets all University, state and federal requirements, serving as unit contact for any public records requests.
As a member of the fiscal administration team, oversee and/execute office operations including organizational purchases via e-procurement, Procard, CTA, Travel reimbursements, E-reimbursements, BPO's.
Participate in College Administrators' meetings and maintain regular communications with the Dean's Office on HR and administrative issues.
Working with the Director and Fiscal Officer, provide administrative oversight for WSG's full portfolio of funding currently comprised of nearly 70 unique accounts that include highly complex federal awards; state and university accounts; revenue budgets; and grant and contracts from a variety of sources.
Act as internal subject-matter-expert for funding and cost share related matters.
Monitor changes in applicable university, state and federal policies, rules and regulations; ensure fiscal compliance of all budgets and financial transactions with such rules and regulations.
Work with Fiscal Officer to manage the entire award lifecycle for all grants, contracts and other agreements, including proposal preparation and submission (e.g., preparation of eGC1s, budgets and agency forms, etc.) and award management (e.g., setting up sub-budgets and sub-awards, financial reports and invoicing; budget reconciliation, budget close-out, etc.)
Oversee and monitor grants, self-sustaining budgets, gifts and other budgets dedicated to specified purposes.
Work directly with agency and UW personnel as needed on grant and contract issues.
Ensure accurate financial tracking in all University and federal systems.
Work with Fiscal Officer to prepares and maintain budget estimates, expenditure reports, analyses and forecasts to ensure deficits are not incurred, funds are spent according to governing policies and procedures, expenses are allocated to the appropriate programs and reimbursements and payments are made in a timely manner.
Space, Facilities and Equipment
Oversee the management of all department space, facilities and equipment, consistent with all university requirements and policies.
In consultation with the Director, allocate space, develop and coordinate renovation plans, coordinate and schedule renovation and maintenance work.
Interface with EH&S, UW Police, Seattle Fire Department, other College units and the Dean's Office as needed regarding safety, security, maintenance and other related facilities concerns.
For detailed information on Benefits for this position click here.
BA in business, public administration or related field, or equivalent experience.
Minimum of 8 years of administrative experience, of which a minimum of 5 years must be at the University of Washington or other state academic organization or involved with a Sea Grant program or comparable program at another institution.
Experience in human resources, personnel management, grant and contract administration, and budget management, planning and development.
Knowledge of university financial, budgetary, payroll, and personnel policies and procedures.
Capacity to manage demanding workflow and competing deadlines, and initiate and complete projects independently.
Excellent written and verbal communication skills and a demonstrated ability to communicate effectively with a variety of constituencies.
Discretion and ability to maintain confidentiality.
Proven analytical skills with ability to proactively research and resolve questions, discrepancies, and inconsistencies.
Highly organized, detail and service-oriented, flexible and resourceful.
Working knowledge of OMB Uniform Guidance and demonstrable experience interpreting and applying it in program administration.
Computer-savvy, including advanced skill with Microsoft Excel.
Knowledge of NOAA Sea Grant programs, policies and procedures.
Fluency with Mac computers.
Condition of Employment:
The position may require working occasionally more than 40 hours per week, with the ability to work a flexible schedule and coordinate leave requests within the administrative team.
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 Workforce 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.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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.