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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 CFAS Operations Specialist with the Center for AIDS and STD (CFAS). The mission of CFAS is to provide patient care, research, training and education, and international technical assistance for HIV/AIDS and STD by fostering collaborative and interdisciplinary research, supporting career development in junior investigators, and providing research infrastructure and resources to researchers and scientists at affiliated institutions. The Center is administered by the UW in collaboration with several other institutions throughout the Pacific Northwest and in several other countries. The Center was designated a “World Health Organization (WHO) Collaborating Center for AIDS and STD" in 1995, the only such collaborating center in the Western Hemisphere. Approximately 120 UW and affiliated faculty participate in the eleven centers within CFAS. They include HIV/AIDS and STD specialists in internal medicine, obstetrics, gynecology, pediatrics, family medicine, dentistry, nursing, social work, public health, pharmacy, microbiology, and pathology. The CFAS receives research and program funding of approximately $80 million in direct funds.
The essential task of this position is to ensure operational efficiency for the Director in both programmatic and administrative roles as Director of the center. The Administrative Specialist is responsible for planning, coordinating, and implementing organizational functions of the Director, including staff meetings, annual strategic planning; membership obligations and logistics associated with international, national, and local committees. The CFAS Operations Specialist will advise and represent the Director and be in regular contact with staff within the department, the University and other national and international partners. This position will manage the complex daily schedule of the Director and the major flow of activities, work, and communication to and from the Director, ensuring all obligations and deadlines are met. This includes managing logistics and planning meetings, securing documents and information, developing agendas and representing the Director at committee meetings. This individual plans and arranges for discussions or presentations as needed; researches projects; tracks progress of activities and delivers quantitative/qualitative reports as needed.
Responsibilities:
Strategic Objectives:
Advises the Director in relation to activities of the center and facilitates and implements improvements in line with overall strategic objectives. This includes managing logistics and meetings, securing documents and information, developing agendas and representing the Director at committee meetings.
Plans and arranges for discussions or presentations as needed; researches projects; tracks progress of Committee activities and delivers quantitative/qualitative reports to committee members.
Acts as liaison between the Director and staff regarding organizational policies, schedules, deadlines, etc. Acts as Director’s liaison with other Department of Global Health staff and senior administrators. Assists the Director in such duties as may be assigned or delegated including staffing analyses and recommendations regarding policies and procedures; communicates and implements policies and procedures ensuring that all levels within the organization are informed on relevant issues.
Management of organizational operations:
Provides leadership and direction with regard to staffing, workload planning and priorities in the implementation and execution of programs for the Director. This includes maintaining standards for procedures, and establishing new procedures when necessary.
Develops and manages Center activities that integrate interdepartmental research, patient care and clinical trials related to HIV and STD management and eradication that add value to the University of Washington and to the Department of Global Health including but not limited to a seminar series, pilot grants, and promotional activities with multiple departments and outside institutions.
Oversees, coordinates and contributes to grant submissions and management, including budget development, establishing sub-contracts and participating in post award activities.
Acts as central liaison support between the Director and the administrative staff of the Department of Global Health pertaining to budget coordination, strategic planning and operational decision-making. Prepares reports and analyses on progress and financial status of various programs, adverse trends and appropriate recommendations or conclusions as indicated or requested.
The CFAS Operations Specialist represents the Director in meetings- face-to-face, phone and video conferences- and assists with key organizational tasks including, but not limited to, review of grant applications and reports to donors and other global stakeholders, creation of workplans and budgets, and complex planning for visiting dignitaries.
Management of administrative operations and communication:
Manages the business operations of the Director’s office.
Manages the Director’s daily schedule and arranges and travel and expense reimbursement.
Under the direction of the Director, develop and administer standard policies and procedures for tracking, routing, and executing projects and discussion items throughout the center
Serve as principle communication liaison to the Director. The CFAS Operations Specialist must have written and verbal communication skills sufficient to develop and implement communication strategies supporting the needs of the Director
Develop a strong working knowledge of the Director’s operational areas of responsibilities; process sensitive and confidential materials and information; use professional discretion in handling information and documents.
Develops special projects when needed or as assigned. Maintains appropriate administrative procedures.
Participates as assigned in projects to enhance programs under the direction of the Director.
Prepares and submits documents for approval; liaises with the Department and UW offices for proper documentation and procedures; updates information and maintains files of approved contracts and obligations.
Other duties as assigned
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
REQUIREMENTS:
Bachelor’s degree in Business, Finance, Public Health or a related field AND at least three years of experience in an administrative support role.
Additional Requirements:
Project management
Time management, multi-tasking, detail-orientation and organizational skills and a positive attitude to thrive and succeed in a fast-paced environment.
Professional in communication style, and presentation skills
Demonstrated excellent oral and written communication skills.
Demonstrated experience in managing complex programs in a diverse and changing work environment.
Experience building organizational structure and implementing systems.
Ability to work independently with nominal supervision and maintain a high level of confidentiality.
Ability to prioritize and reprioritize multiple projects.
Ability to demonstrate initiative in resolving complex problems.
Outstanding verbal, written, reading and communication skills.
Proficiency with Microsoft Outlook, calendar, task and contact management.
Proficiency in the use of Microsoft Office applications including Word (and complex word processing tasks), Excel, Access, PowerPoint.
Experience performing literature and Internet searches
Ability to demonstrate flexibility in learning new technologies.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED:
Masters Degree (MBA,MPA,MPH)
Experience with the Mac OS
Experience with UW financial systems; SAGE, SIMS, PurchasePath, PAS, Ariba (eProcurement, Non-PO, eTravel, & eReimbursements), PaymentNet, OPUS, and MyFinancialDesktop.
Condition of Employment:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
The position holds regular hours and also will require a flexible schedule to meet critical deadlines.
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.
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