Salary is commensurate with education and experience
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our Benefits page.
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 Microbiology is one of the premier biological science departments in the country. The department has a national reputation for high quality teaching and an international reputation for excellence in research. Because of the revolution in biology that began in the 1970s, rapid advances in microbiology and the development of biotechnology have increased our understanding of all living systems. This has in large part been determined by studies of microorganisms. The research programs of the faculty in the Department of Microbiology at the University of Washington reflect exciting areas of modern microbiology. Our faculty span a broad range of interests including microbial ecology, physiology, virology, and microbial pathogenesis in both animal and plant systems. The members of our department are largely concerned with understanding the mechanisms by which organisms interact with one another and with their environment at the cellular and molecular levels. Because of the strong interdisciplinary nature of these interests, numerous collaborative efforts between our faculty and those in other science and medicine departments have developed.
The Department of Microbiology currently has an outstanding opportunity for a DIRECTOR.
Human Resource Management: 20%
Manages and oversees the human resources of the department, to include the faculty and the department staff, in accordance with University of Washington and School of Medicine policy and procedures.
Key human resource (HR) management skills for the SOM Department Administrator are:
Interpreting and integrating federal, state, UW, SOM, and other local laws and agreements into department policies and procedures
Developing and/or utilizing HR measurement/monitoring systems
Responding to and assisting in needs/requirements for faculty and staff training and coaching
Negotiating faculty/staff relations to represent viewpoints and positions fairly
Monitoring interpersonal dynamics and actions to eliminate physical risks to personal safety
Articulating appropriate workplace behavior and fostering compliance, identifying concerns and/or problems, and utilizing appropriate resources to assist in resolution
Monitoring and updating pay policies against published trends/benchmarks or SOM policies/directives
Coordinating or assisting in the annual Merit Review process for faculty and professional staff
Developing and implementing departmental organizational chart
Coordinating and/or assisting in the faculty Appointments and Promotions (A&P) process
Working with the Chair to develop or implement strategic plans for the deployment, recruitment, or retention of faculty
Determining and implementing departmental staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as necessary
Identifying core competencies and job responsibilities specific to staff positions and creating clear position descriptions and expectations
Giving/receiving feedback to improve staff and organizational performance
Financial Management and Development Activities: 25%
Manages or oversees the financial resources of the department to include budgets and funds from federal, state, private, University, and foundation sources to ensure ethical and fiduciary practices.
Key financial management skills for the SOM Department Administrator are:
Interacting with faculty and staff to facilitate the department's ability to achieve scientific and educational goals
Interpreting policies and regulations concerning the department's financial activities; ensuring compliance with the University's policies and procedures as well as guidelines from the federal government, state, and other research project sponsors
Development and implementation of internal financial system controls to ensure integrity of all financial transactions in accordance with applicable jurisdictions
Maintaining a working knowledge of the department's financial operations, funding sources, policies, and procedures
Understanding and appropriately utilizing the department's multiple sources of income, including State-derived budgets, indirect cost recovery funds (RSA/RCR), federal grants, gift, royalty and endowed accounts, industry and other sponsored contracts and agreements
Translating department objectives into financial assumptions for short-term and/or long-term planning
Projecting department revenue and expenses and developing budget models to guide the faculty or department
Prioritizing initiatives or programs in line with the department's financial goals, negotiating or assigning resource allocation, and supporting work teams to achieve revenue/expense objectives
Compiling, interpreting, and communicating financial information to various audiences, including the department leadership, the faculty, stakeholders within UW Medicine, and external stakeholders as appropriate
Providing regular financial reporting, as appropriate, to the Chair and Department faculty
Working understanding of UW system of budgets and fiscal reporting and ability to interpret and guide faculty
Calculating financial performance ratios, other metrics, and benchmarks to keep the faculty/department competitive and financially viable
Identifying and using UW proprietary and commercial financial software applications to facilitate department cost accounting, billing/collections of recharge centers, forecasting, and planning
Analyzing and controlling budget variances to ensure prudent fiscal management
Designing and monitoring systems of measurement and internal controls to safeguard assets and resources and to satisfy auditing requirements
Planning, organizing, and directing the department's financial support operation, including the planning, budgeting, and accounting functions
Developing and implementing appropriate internal controls
Assigning, directing, and reviewing the work of staff who maintain department budgets/accounts
Establishing and maintaining the department's account management procedures
Implementing appropriate University policies and procedures for payroll, purchasing, travel requests, and reimbursements
Assisting in department development activities; helping identify, develop, and cultivate potential and current sponsors, donors, and other sources of gift revenue
Developing and monitoring policies and procedures to direct financial activities and establishing the department's position on financial matters
Operations Management: 15%
Manages or oversees department operations to ensure the day-to-day and cyclic requirements are met; plans, resources, and monitors programmatic activities; prepares reports, terminates, or continues programs; plans or coordinates marketing documents or activities.
Key operations management skills for the SOM Department Administrator are:
Coordinating a variety of general administrative activities necessary to the department's day-to-day operations
Understanding and implementing change management processes that include not only organizational dynamics, but also the policies and procedures of approving offices or agencies
Negotiating or building new relationships, partnerships, or coalitions to advance the department's vision or mission
Assessing the need for additional resources and identifying the source of additional resources to fit with a department initiative or vision
Communicating planning factors to the faculty and staff to integrate activities with requirements or emerging trends
Collecting or assisting in the collection of data and evaluating data to initiate or assist in the initiation of a proposed new program or activity
Building consensus on the most appropriate approach to an organizational issue
Organizing or administering faculty meetings, retreats, or other communicating, decision-making or planning sessions, as well as outward-looking major symposia and seminars
Ensuring a process is in place to comply with UW records management directives
Understanding and managing training programs to include fellowship, undergraduate, and graduate
Information Management: 10%
Manages or oversees the information requirements of the department, to include academic, business, educational and research information needs; incorporating and utilizing the existing Information Technology architecture.
Key information management skills for the SOM Department Administrator are:
Coordinating and managing the department web site and links including all aspects of department functions: outreach activities, research enterprises, faculty biosketches and publications, and training programs
Developing written communication materials which may include department newsletter, development brochures, and other information to support public relations, scientific presentations, development activities
Coordinating and participating in public relations and/or fundraising events including donor relations and representing the department at University and external functions; collaborating with SOM Development for fundraising events and issues
Generating ideas to help market the department's faculty, teaching programs, or research
Ensuring a viable and secure Information Technology architecture is in place, and educating faculty and staff to the importance of and compliance with a configuration management plan and policy
Assessing short-term/long-term Information Technology (IT) needs of the department and specific faculty, labs, or centers
Assessing and evaluating new IT programs to understand the cost/benefit ratio
Understanding the needs for and assisting in the planning of deployment of new IT affecting the faculty, be it from the medical centeror the SOM/UW
Authorizing and resourcing the procurement of hardware or software as required; assuring compliance with licensing agreements
Ensuring faculty have access to sufficient information to make appropriate decisions, for buy-in with important decisions, or for implementation of decisions
Implementing telecommunication and computer network systems
Ensuring that electronic files and communications are properly backed up and retained in accordance with department, SOM, and UW policies and directives
Interpreting and integrating IT security requirements on a continuing basis
Ensuring maintenance of virus protection, security patches on individual servers, and accountability for software installation
Ensuring security of backup systems
Ensuring proper disposal of surplus information systems
Research Management: 10%
Manages or oversees the research resources of the department, to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and Protected Health Information compliance issues
Key research management skills for the SOM Department Administrator are:
Designing and implementing administrative procedures for grant and contract administration
Understanding and maintaining UW cost accounting standards
Interpreting and integrating federal, state, industry, and private policies, laws, contracts and agreements regarding research activities at the UW
Assisting faculty in the identification of research sponsorship, pre-submission activities, IRB and animal research requirements, supporting documents and verifications, and submission of grant and contract proposals
Reviewing and approving all department grant and contract applications
Coordinating interactions with the Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate
Coordinating the transfer of research projects from other institutions when their principal investigators become faculty at the University of Washington (newly appointed faculty)
Representing the department in negotiations with federal contract officers and other sponsoring agencies/foundations, as appropriate
Managing funded projects or programs, requesting new budgets or extensions of existing budgets, maintaining active files; accounting for sponsored funds and budgets, procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, responding to queries from sponsor managers/teams, coordinating site visits, and submitting competitive renewals
Managing the quarterly Faculty Effort Certification (FEC) forms required by the federal government where federal funding has been provided
Managing databases related to the collective research of the department to report to various UW, SOM, and federal agencies or offices
Accounting for facilities used in sponsored research through the SIMS or the current information technology available for that purpose
Compliance and Risk Management: 5%
Promotes compliance and manages risk in accordance with policies of the University, UW Medicine, and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.
Key compliance and risk management skills for the SOM Department Administrator are:
Implementing current HIPAA policies regarding Protected Health Information (PHI), as it is related to IT equipment, email communication, phone or other communication, and proper handling, disposal or destruction of information and documents; ensuring all faculty and staff complete required training modules
Assisting the health sciences leadership to monitor physical presence by ensuring all faculty and staff receive appropriate identification or access authorization
Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff
Building and maintaining relationships with SOM legal and administrative resources and the UW Office of Risk Management to ensure most appropriate actions or response to administrative matters
Building and maintaining relationships with the UWPD staff to determine various options for security, preventing or managing workplace violence, handling of suspicious mail, etc
Investigating or referring all claims of inappropriate behavior or actions
Assessing the department for operational risk due to financial management, potential loss of faculty, etc
Developing and implementing a department-specific internal audit plan for activities that put employees at risk or require corporate compliance
Ensuring that all new employees receive an orientation on health and personal safety, as it relates to the work place; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting
Demonstrating understanding of compliance infrastructure for UW Medicine and serving as a department liaison to compliance offices
Integrating knowledge of compliance policies into department operations and guiding full implementation within the department
Facilities Management: 10%
Manages or oversees facilities to ensure effective, efficient, and safe operations and preservation of resources.
Key facilities management skills for the SOM Department Administrator are:
Assisting the Chair in reviewing and assigning space to staff and faculty, including research lab areas and offices; coordinating moves and/or relocations of offices, laboratories, and personnel
Developing written material for long-range space planning including major renovation projects; collaborating with the Chair and working with the Dean's Office when appropriate, to develop business plans and proposals to support requests for additional space
Interpreting and integrating federal, state, UW, and other laws and policies relating to safeguarding of facilities and capital resources
Building and maintaining relationships with the medical centers' facilities staff to ensure timely correction of deficiencies/repairs to facilities and to ensure compliance with remodeling and facility modification guidelines
Directing the physical plant related activities such as building/equipment inspections andupgrades; planning for and overseeing all renovation projects
Ensuring compliance with fire and safety codes, which includes working closely with Environmental Health and Safety; ensuring compliance with directed inventories of HAZMAT and other controlled laboratory chemicals or material
Maintaining and managing the department's equipment inventory system; managing economic life; surplusing or returning capital equipment, as necessary
Tracking department equipment within the University OASIS system
Accounting for department space utilization through the SIMS or the current information technology available for that purpose
Educational Program(s) Management: 5%
Supports program Administrator(s) and faculty in management of educational program(s).
Key educational program management skills and/or responsibilities for the SOM Department Administrator are:
Supporting faculty leaders in the management of educational programs
Directly supervising educational support staff
Assisting in financial/resource support of educational programs, including identifying department funds and/or in fund-raising activities or planning
Assisting faculty leaders or support staff in mission-critical requirements, including internal and external program reviews, changes in program requirements as directed by the Graduate School/SOM, as well as other difficult or non-routine assignments
Responding effectively to individual requests from graduate students
Managing educational program budgets
Facilitating registration, orientation for Independent Study students (e.g. 499 students) and/or administrative support to faculty instructors
Supporting faculty instructor needs for curriculum development
Interpreting and integrating federal, state, UW, SOM, professional society, and other local laws and agreements into departmental policies and procedures
Supporting periodic program reviews for accreditation/certification and training grant renewals
Facilitating academic appointments of visiting scholars and visiting scientists
Master's Degree in Business Administration, Health Care Administration or related field; + a minimum of five years relevant experience.
A Bachelor's degree with 7 10+ years of significant relevant experience specific to the position may be substituted for Master's degree. Other required qualifications are listed below:
Management-level administrative experience, preferably in a research institution environment or academic medical center.
Demonstrated competence in financial operations, business planning, financial analysis, and/or strategic planning.
Supervisory and office management experience. Demonstrated experience working with large, highly structured personnel systems.
Proven leadership, communication, team building and problem solving skills.
Demonstrated ability to effectively address complex and sensitive administrative issues.
Functional understanding of research grant administration.
Experience with basic science departments in a medical school, research institute, or university setting.
Experience in performing sophisticated financial analyses using personal computer software.
Functional understanding of research grant administration.
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .
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 Work 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.
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.