administrative assistant Seattle, WA
University of Washington
Full Time
Seattle, WA
8537 - 5691 USD MONTHLY Today
Job description
ADMINISTRATOR
Req #:
224509
Department:
CENTER FOR STUDIES IN DEMOGRAPHY & ECOLOGY
Job Location:
Seattle Campus
Posting Date:
07/14/2023
Closing Info:
Open Until Filled
Salary:
$5,691 - $8,537 per month
Other Compensation:
Shift:
First Shift
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs.
Although open until filled, priority application date is July 31, 2023.
Although open until filled, priority application date is July 31, 2023.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
POSITION PURPOSE
The Center for Studies in Demography & Ecology (CSDE) is a UW Organized Research Unit (ORU) that represents a community of faculty and students associated to advance population science through research and training. It is funded by National Institutes of Child Human Development (NICHD) infrastructure grant (P2C HD042828). Almost 200 CSDE scientists develop new demographic measures and methods, advance knowledge about population dynamics, generate data and evidence to support population science, and train the next generation of demographers. CSDEhouses the Northwest Federal Statistics Research Data Center (NWFSRDC) and the UW Data Collaborative where scientists can access restricted data in a secure environment. CSDE scientists are located across UW’s three campuses and in most of the colleges and schools on campus. In addition, CSDE is the home of a graduate certificate training program that currently enrolls 100 students from multiple departments, 5-7 of whom receive full support from fellowships.
CSDE advances population science through four mechanisms. First, CSDE provides an intellectual home for collaborating and learning through its weekly seminar series, training program, workshops, program specific activities organized by the primary research area chairs, staffing support for logistics, real and virtual meeting space, and information sharing. Second, CSDE provides short and long term, tailored scientific and technical consultations, not easily available to scholars, in four areas: biodemography, statistical demography, spatial demography, and computational demography. Third, CSDE provides trustworthy computing services with remote 24-7 account access, comprehensive software for scientific analysis, access to high performance computing, secure data environments/enclaves, and customized support for data usage agreements. Fourth, CSDE provides full service grants administration from finding extramural resources to submissions, managing awards, reporting, and finalizing closeouts.
CSDE receives funds from state and federal sources (especially NIH, but also NSF), as well as government, foundation, and private grants and contracts; its annual total expenditures average approximately $2.5 million. Fifteen staff members provide computing, administration, information, statistical consulting, geographic information and biodemographic services to faculty and graduate student affiliates at the UW and to regional affiliates.
With the Director, the Administrator is a primary point person for the development, coordination and implementation of center-wide efforts (including infrastructure and training grants, as well as reporting for internal and external purposes). The Administrator is the chief financial officer and business manager responsible for financial planning, management and overseeing daily center operations, acting independently and responsibly, given general direction from the Director and within the University's policies and procedures. These responsibilities include departmental administration, business planning, financial management, personnel, research project support and other functions as necessary. With the Director, the Administrator provides mission critical leadership to achieve: 1) well-managed growth and sustained excellence in sponsored population science research; 2) promotion of CSDE faculty, staff and infrastructure; 3) smooth, uninterrupted operation of a Center team serving multiple, independent programs; 4) best practices for ensuring fiscal and business compliance with UW, state, and Federal guidelines; 5) a thriving workplace through active human capital management.
DUTIES AND RESPONSIBILITIES
Grant and Fiscal Administration
Manage approximately $8 million in annual revenue including approximately $1.5 million in state funds and $6.5 million in sponsored research funds.
Monitor all budgets: tracking expenditures, verifying balances, providing quarterly budget reports, creating budget projections, analyzing spending patterns, and alerting the Director to potential allocation deficits or unusual expenditure patterns.
Oversee the budget reconciliation and preparation of quarterly reports.
Serve as primary sponsored program compliance reviewer for the Center.
Provide guidance to principal investigators and staff regarding federal, state and university grant policies and procedures.
Provide budget reports: including annual reports to deans and provosts, progress reports for center-wide grants (e.g. NIH P2C & T32) and others as requested by the Director or other decision makers.
Effectively and efficiently manage the collaboration, organization, and submission of center-wide grant applications (e.g. P2C, T32, and others) and manage all associated reporting.
In collaboration with Grant Manager - assist Affiliate Faculty with grant submission, including budget preparation, internal and external electronic forms and sponsor reports.
Human Resources Administration
Hold the HCM 2 role in Workday to initiate all HR business processes. Serve as the Named Support Contact with ISC to address HR business process-related questions.
Serve the Center as the primary Hiring Manager contact to manage the candidate selection, offer, letter writing, and onboarding tasks.
Direct effort/costing allocation activities for all Center staff and faculty affiliates related to sponsored administration.
Provide guidance to Center leadership on complex hiring scenarios using knowledge of union contracts and institutional policies.
Ensure that CSDE follows all applicable policies, labor contracts and regulations for faculty, professional staff, classified staff, hourly employees, and Academic Student Employees (ASEs).
Prepare, assemble, and distribute required documentation for staff hiring, firing, and merit processes.
Center Administration
Serve as lead project manager for complex, cross-center initiatives. This includes complex reporting in support of sponsored projects, integrated approaches to programmatic and staffing projects, and establishing reproducible process flows with the collaboration of the Director.
Direct administration of space assignments, allocations and relocations.
Oversee the coordination and management of renovations, moves, maintenance requests, new equipment purchases, surplus and repairs.
Ensure compliance with University, State and federal policies and procedures regarding space and workplace safety.
Lead process improvement activities and knowledge retention documentation using established Center resources and practices.
Direct and supervise all program coordination activities.
Oversee all communication, information, and planning.
Personnel Administration
Supervise 3.5 FTE administrative staff plus hourly employees. Includes assigning and monitoring work, conducting performance reviews and initiating corrective action as necessary.
Lead annual performance & merit review process and documentation for all Center staff employees.
Provides professional development, career path development, and mentoring to direct reports and all Center staff. Includes advising on complex funding blends, guidance on position reviews, and identifying opportunities for skill development with institutional partners.
Work with the Director to hire and train new permanent and temporary staff.
Other duties as required
MINIMUM REQUIREMENTS
A Bachelor's Degree
At least four years’ experience at a higher education institution in positions of increasing complexity and responsibility
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED QUALIFICATIONS
CRA (Certified Research Administrator) and/or SHRM (Society for Human Resource Management) Certification
Experience managing staff
Experience in collaborative leadership and managing complex collaborations
Experience using collaborative communication and project management tools to facilitate efficient and effective planning for complex programming and timely outputs and outcomes
Application Process: The application process 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, 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.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
POSITION PURPOSE
The Center for Studies in Demography & Ecology (CSDE) is a UW Organized Research Unit (ORU) that represents a community of faculty and students associated to advance population science through research and training. It is funded by National Institutes of Child Human Development (NICHD) infrastructure grant (P2C HD042828). Almost 200 CSDE scientists develop new demographic measures and methods, advance knowledge about population dynamics, generate data and evidence to support population science, and train the next generation of demographers. CSDEhouses the Northwest Federal Statistics Research Data Center (NWFSRDC) and the UW Data Collaborative where scientists can access restricted data in a secure environment. CSDE scientists are located across UW’s three campuses and in most of the colleges and schools on campus. In addition, CSDE is the home of a graduate certificate training program that currently enrolls 100 students from multiple departments, 5-7 of whom receive full support from fellowships.
CSDE advances population science through four mechanisms. First, CSDE provides an intellectual home for collaborating and learning through its weekly seminar series, training program, workshops, program specific activities organized by the primary research area chairs, staffing support for logistics, real and virtual meeting space, and information sharing. Second, CSDE provides short and long term, tailored scientific and technical consultations, not easily available to scholars, in four areas: biodemography, statistical demography, spatial demography, and computational demography. Third, CSDE provides trustworthy computing services with remote 24-7 account access, comprehensive software for scientific analysis, access to high performance computing, secure data environments/enclaves, and customized support for data usage agreements. Fourth, CSDE provides full service grants administration from finding extramural resources to submissions, managing awards, reporting, and finalizing closeouts.
CSDE receives funds from state and federal sources (especially NIH, but also NSF), as well as government, foundation, and private grants and contracts; its annual total expenditures average approximately $2.5 million. Fifteen staff members provide computing, administration, information, statistical consulting, geographic information and biodemographic services to faculty and graduate student affiliates at the UW and to regional affiliates.
With the Director, the Administrator is a primary point person for the development, coordination and implementation of center-wide efforts (including infrastructure and training grants, as well as reporting for internal and external purposes). The Administrator is the chief financial officer and business manager responsible for financial planning, management and overseeing daily center operations, acting independently and responsibly, given general direction from the Director and within the University's policies and procedures. These responsibilities include departmental administration, business planning, financial management, personnel, research project support and other functions as necessary. With the Director, the Administrator provides mission critical leadership to achieve: 1) well-managed growth and sustained excellence in sponsored population science research; 2) promotion of CSDE faculty, staff and infrastructure; 3) smooth, uninterrupted operation of a Center team serving multiple, independent programs; 4) best practices for ensuring fiscal and business compliance with UW, state, and Federal guidelines; 5) a thriving workplace through active human capital management.
DUTIES AND RESPONSIBILITIES
Grant and Fiscal Administration
Human Resources Administration
Center Administration
Personnel Administration
MINIMUM REQUIREMENTS
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED QUALIFICATIONS
Application Process: The application process 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, 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected].
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
