Collaboration Core Administrator University of Washington United States


Req #: 162932


Job Location: Seattle Campus

Posting Date: 12/13/2018

Closing Info: Open Until Filled

Salary: Salary is commensurate with experience and education

Shift: First Shift


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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.  

The College of Engineering has an outstanding opportunity for a Collaboration Core Administrator. 

This position serves as the senior staff administrator for three interdisciplinary institutes spanning the College of Engineering, College of Arts & Sciences, and School of Medicine: the Molecular Engineering and Sciences Institute, the Clean Energy Institute, and the Nano-Engineered Systems Institute. The position reports to a committee of faculty directors that will be chaired by the Vice Dean of the College of Engineering. The position also serves as a representative of the College of Engineering Dean’s Office and liaison to interdisciplinary centers and institutes operating in the College of Engineering. 

The position is responsible for operationalizing a shared staff pool and coordinating resources to support the three Institutes and their associated facilities. The position supervises the shared operations staff, oversees programs, and establishes and maintains policies and procedures for research administration, budgeting, finance, human resources management, space planning and utilization, and strategic planning. 

The position develops Institute policies, procedures, and strategies for raising the visibility and effectiveness of supported Institutes. It focuses on training future administrative leaders, building efficiency, developing best practices, and replicating successful approaches. This position also works collaboratively with faculty directors and steering committees to plan new programs, develop implementation strategies, and meet milestones, with the goal of developing new long-term sources of support. 


Strategic planning and leadership                                       
• Administrative oversight of Molecular Engineering Ph.D. program, MolES-NanoES Building, and general Institute finances, and to promote efficiency and alignment with the mission of supported Institutes. Establish organizational goals in these areas and monitor units’ progress. Lead development of strategic planning exercises, retreats, and implementation. Integrate strategic decision-making into Institute practices. 
• Produce clear and effective reports and other documents, including education proposals, annual reports, and program and curriculum reviews. Manage deadlines and coordinate activities of multiple authors, and contribute information about finance and administration. 
• Oversee management of events, and Institute-supported activities to ensure successful execution in support of Institute priorities and goals. Contribute content for annual reports and presentations.    
• Identify and pursue opportunities for shared services and cross-Institute process improvements; coordinate, share best practices, and develop strategies with Institute staff, postdoc office, grad school, office of research, advancement, and COE whenever possible; build strong staff community and culture of service; provide opportunities for professional development and leadership training.                
• Develop new processes and practices for faculty hiring, pilot funding, and other new initiatives and programs of the supported Institutes. Track commitments and prepare related reports and MOUs.    
• Identify opportunities for new sources of funding, revenue-generation, and ongoing support of interdisciplinary research; lead development of new activities and initiatives to support visions of Institute directors, increase visibility and recognition of Institutes, and encourage self-sustaining programs.       

• Lead re-launch of Center Administrators group and serve as liaison to other interdisciplinary institutes and centers. 
• Identify needs, communication gaps, opportunities for coordination, and work with COE Administrator to raise attention and suggest solutions.           
• Serve on Institute advisory council planning committees; participate actively in COE/A&S administrators meetings and other administrative and strategy-planning meetings as needed, both ad hoc and as part of regularly convened groups at UW.      

Financial Management and Research Administration 
• Serve as the primary research administrator for NanoES and MolES. 
• Work independently to manage submission of grant proposals and progress reports for multi-disciplinary research proposals initiated and administered in the Institutes. Provide back up support for Clean Energy Institute proposals. 
• Make decisions related to resource allocation for operations of the MolES-NanoES Building and supported Institutes and education programs. 
• Apply principles of financial management and cost accounting standards to prepare business plans and complex reports including analysis and forecasting for Institutes and associated facilities.           
• Conceive, plan, coordinate, and implement budgets, financial forecasts for projects, new initiatives, new facilities, and program matching.        
• Monitor Institute commitments, prepare regular reports for the Directors and make recommendations.      
• Establish processes to monitor, approve, and reconcile expenditures on Institute budgets. Review and approve purchases for goods and services, delegating authority as appropriate.                        
• Establish and manage the annual budget allocation process for the MolES graduate program.   
• Establish guidelines and expectations for facilities’ annual reporting, financial management, and controls, and ensure targets are met, on behalf of Institute directors. Serve as backup approver and provide guidance to facility directors to ensure sound financial practices.                                           
• Serve as fiscal contact for gifts, events, matching, and sponsorship within the MolES and NanoES Institutes.    

Human Resources Management and Supervision 
• Serve as the Institute’s hiring manager (HR Partner) to post positions and provide administrative support for Institute hires. 
• Advise faculty and other supervisors of policies and best practices for recruiting, hiring and managing staff. 
• Facilitate annual merit process for Institute and facility personnel, ensuring all staff receive regular performance evaluation and feedback.                                    
• Supervise team of staff and shared staff pool: direct supervision of three positions (3.0 FTE), shared supervision of three dotted line positions (2.8 FTE), and indirect supervision of four positions (4.0 FTE) -- with authority to make hiring decisions; duties include recruitment and hiring, overseeing training, performance management, and approving leave. 
• Actively monitor workloads and dynamically adapt costing allocations and staffing assignments as appropriate. Work with other supervisors to evaluate and manage work of jointly supervised. 
• Lead coordination of staff teams (e.g, communications, education, fiscal/research support) to promote community, professional development, and creation and sharing of best practices.  Lead cross-functional staff teams to support major events and initiatives. 
• As directed by Institute directors, prepare appointment letters and set expectations for facility directors and other faculty appointments. 
• Track milestones, timelines, and deliverable.     
• Advise directors on short- and long-term staffing arrangements for maximum effectiveness and efficiency of supported Institutes and facilities. 
• Manage payroll and cost center allocations for all staff in Institutes and associated facilities, with strict attention to detail to avoid errors or late payments.       

Facilities, Buildings and Space       
• Supervise work of building staff and oversee creation of building procedure, policy, and protocols that meet standards of the UW, EH&S, and other regulatory bodies. Ensure successful renovations, changes and other building modifications.        
• Manage systems for tracking and reporting space assignments. Manage F&A space reporting process.           
• Review commitments within faculty offer letters and create space agreements between the institutes and chairs/deans of faculty who are assigned space in the MolES-NanoES Building. Track fundraising targets. 
• Serve as an ex officio member of space advisory and planning groups 

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


• Bachelor's degree in business administration, finance, or relevant academic discipline. 
• Five years professional experience in academic research environment with responsibility fiscal/research administration development 
• Experience effectively supervising staff 
• Experience leading and managing a team 
• Ability to work effectively and cooperatively with a wide range of students, administrators, faculty, staff, and external constituencies on a daily basis with a strong service orientation 
• A strong and demonstrated record of leadership within the organization 
• Management style that emphasizes teamwork, transparency, communication, flexibility, trust and patience 
• Demonstrated ability to handle sensitive issues with discretion and confidentiality
• Excellent written, verbal and interpersonal communication skills 
• Strong organizational and problem-solving skills, ability to multi task 

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

• A master's degree or the equivalent combination of education, training, and experience from which comparable skills can be acquired. 
• Four or more year's experience leading and managing a highly functional 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, 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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