GRADUATE PROGRAM MANAGER - PATHOBIOLOGY - University of Washington - Seattle, WA

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 Global Health was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 280 faculty and 1,000 staff working on projects across 93 countries with our deepest ties in Peru, Kenya, Uganda, and Ethiopia.
The Department was made possible by generous support from the Bill & Melinda Gates Foundation and additional support from the University of Washington and state of Washington.

The Department of Global Health has an outstanding opportunity for a full-time Graduate Program Manager – Pathobiology . This position oversees all programatic activities related to the Interdisciplinary Pathobiology Graduate Program. Activities include pre- and currently enrolled student advising; budget authority and oversight; grant, report, and fellowship support, submission, acquisition, and management; program operations include; participation on faculty committees including steering, admissions, curriculum; student affairs, and Graduate Student Advisory, student recruitment and program marketing; career development, alumni relations; among other tasks.

This position oversees all aspects of the Interdisciplinary Pathobiology Graduate Program. The graduate program grants PhD's in Pathobiology. Enrollment is approximately 35 students per year. The Pathobiology Graduate Program and subsequent demands on the Graduate Program Manager have some very unique and complex components that differentiate this program and manager position from other academic units on campus. Contingent upon satisfactory academic progress all enrolled Pabio students are supported via their positions as Research Assistants. The funding for these positions are provided through Global Health for their first year rotations and on subsequent years through subcontracts with Fred Hutchinson Cancer Research, Seattle BioMedical, Seattle Children's Research Institute, Western Fisheries Research Center, Infectious Disease Research Institute, Training Grants and other sources based on each student's placement in their PI's lab. As a result, the Pabio Graduate Program directly manages the resources which support all in-coming graduate students in RA or TA appointments with stipends and tuition support. Subsequent years of support are typically provided in full through research grants, and large federal training grants. In addition the Pathobiology Program currently has an NIH Training Grant that funds 3 predoctoral Pabio students and 3 postdoctoral fellows. The Graduate Program Manager oversees and manages the Training Grant for the program as well.

The Graduate Program Manager is responsible for overseeing all Graduate Program activities, ensuring graduate students are appropriately placed on correct budgets, and overseeing letters of appointment in compliance with UW graduate student union requirements. The Graduate Program Manager conducts student advising and counseling, pre-admission recruitment, marketing, career development, and alumni relations. The position requires participation on faculty committees and works closely with other graduate student entities on campus. The size, scope and complexities of the Graduate Program require a much greater and expanded role of the Manager beyond more limited activities of student recruitment and advising found in other units across campus.

Faculty for the Pabio graduate program are housed at more than 5 different locations in the greater Seattle area and come from a variety of Departments at the University of Washington. Sites include Seattle Biomedical, Fred Hutchinson Cancer Research, Harborview, Infectious Disease Research Institute, and the UW Seattle campus. Students conduct the majority of their study off site in their PI's lab. To successfully manage all aspects of the Pabio program, the manager is required to interface and build relationships with administrative staff at all sites as well as the faculty and students in these locations. The Program Manager is also required to make professional judgments based on the policies from all of these different locations that apply to students and/or faculty.

RESPONSIBILITIES

Academic Advising : The Graduate Program Manager is responsible for academic advising to current graduate students (approximately 35 students per year) as well as providing the faculty, Chair, Steering Committee and staff with guidance regarding academic policies and procedures. Duties include:

Know, understand, communicate and apply UW, Graduate School, School of Public Health, Pabio, and Pabio degree program policies and requirements to assist appointed faculty-level Graduate Program Coordinator, department faculty, and graduate students.
Synthesize existing policies into guidelines and timelines for dissemination to students and faculty.
Identify emerging issues that need scrutiny, discussion, or action.
Draft new policies for review and action.
Raise student concerns and issues to the Program Director, Steering Committee and Administrator for review and action.
Monitor and track student progress on a continuing basis.
Provide advising to students on degree or program requirements or standards.
Provide individual counseling to students who are having academic or personal problems and refer to appropriate faculty or University services for help if appropriate.
Draft disciplinary memos to students outlining academic deficiencies, academic expectations, and future courses of action. Advise faculty advisors on disciplinary process, range of options, and appropriate steps.
Act as advisor to student organizations and student groups (help providing background and understanding, defining priorities, organizing events, providing logistical and financial support, ongoing advice and feedback).
Orient new students to program and support continuing students’ progress towards meeting degree requirements (identify policy, requirements, milestones, etc).
Understand academic student employee (ASE) labor contract and ensure compliance with requirements.
Provide staff support for teaching activities. Staff department’s curriculum committee, serve as liaison to the Dean’s Office and Curriculum Office to support curriculum activities and accreditation requirements.
Provide support to Pabio 590 seminar chair

Manage Overall Academic Program Operations :

Plan and provide overall management of events including seminar series, quarterly research student symposium, student orientation, open house for admissions and annual retreat.
Update and maintain program website
Manage Pathobiology Training Grant
Identify and track individual student funding for the duration of their time in program.
Direct payroll coordinator to set up initial student payroll appointments; modify, update or terminate payroll when necessary. Research or identify how to solve unique situations (short or partial appointments, supplementation, using unusual or restricted budgets).
Track academic programs’ use of departmental funding allocations; update the program director on spending and discuss financial options.
Identify scholarship and fellowship opportunities and inform/encourage students using email, web pages, or conversations. Counsel them on application process and help them through it.
Work with students who write/write fellowships (develop budgets, advise on best practices for tracking money or establishing budgets, help set up payments of stipends or tuition or insurance)
Draft routine and ad hoc reports
Serve on external committees including the Biomedical Minority Recruitment Task force, student services group for School of Public Health and other committees as needed
Represent the pathobiology program on interprogram projects within Global Health including plans to create a student and faculty database, and other process improvement projects as needed
Work with administrative staff at affiliated sites to set up funding and support for students and faculty activities

Manage graduate student admissions and recruitment :

Respond to questions about the program, career opportunities, or the admissions process itself using email, phone, or through individual meetings.
Supervise processing of applications and coordination of visits
Track applicants and offers; monitor commitment of department’s financial support to funding available to give regular status reports to program directors.
Initiate contact with top applicants to answer their questions, connect them to faculty, monitor status of decision, and encourage acceptance of offers; meet with them when they visit and support recruitment efforts thru follow up phone calls and emails.

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

REQUIREMENTS:

Master's Degree in Education, Counseling/Psychology, Public Administration or related field plus 2 years experience in the following areas OR equivelent education and experience: Experience in managing academic programs at the graduate level.
Experience in student counseling, teaching or related experience.

Additional Requirements:

Excellent interpersonal and communication skills, and proven ability to work with multiple constituencies and people of diverse backgrounds.
Able to work independently, problem solve effectively with administrators, faculty, staff and students.
Maintain student confidentiality.
Be highly organized, detail oriented and able to streamline and prioritize work utilizing several core staff.
Demonstrated computer skills including MS Office: WORD, EXCEL, ACCESS, POWERPOINT
Background in process improvement and working effectively with change

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED:

Proficiency at University of Washington systems including OPUS, SDB, SharePoint, FIN, MyFinancial Desktop (MyFD) and knowledge of University policies and procedures.
Experience with NIH systems including ERA commons and Xtrain.

Condition of Employment:

Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.

This is a full-time 40 hour per week position that requires flexibility of work schedule in accordance with fluctuating workloads and deadlines of the academic year. Some weekend and evening work required, as well as some work from home

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.

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu .

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