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University of Washington PROGRAM SPECIALIST in Seattle, Washington

Req #: 234757


Posting Date: 06/10/2024

Closing Info: Open Until Filled

Salary: $4,517 - $6,776 per month

Shift: First Shift

Notes: 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 website, click here. (

Although open until filled, priority application date is July 1, 2024.

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.

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. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs, and policies. 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 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. At the Department of Global Health at the University of Washington, diversity is integral to excellence. The Department recognizes that disparities in health around the globe stem from inequity. The Department encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability, and age. The Department strives to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.

The UW/Fred Hutch Center for AIDS Research (CFAR) is one of several Centers for AIDS Research funded by the National Institutes of Health in the U.S. The UW/Fred Hutch CFAR has consistently rated in the top 3 in the U.S. for HIV/AIDS research and employs some of the most eminent researchers and educators in the field. The ultimate goal of the CFAR is to facilitate HIV/AIDS research to bring us closer to a cure for the disease. We accomplish this by supporting HIV research at our four consortium institutions (UW, Fred Hutch, Seattle Children’s, Access to Advanced Health Institute), our minority-serving institution partner the University of Hawai’i, and our local, regional, and international affiliates in locations such as Kenya, Peru, Mozambique, Uganda, and South Africa. A very important part of our mission is to support HIV research career development of early career investigators. Come join our team and make your own contribution toward ending the global HIV epidemic!

Position Purpose: This position will independently execute critical functions within the administrative core of the University of Washington / Fred Hutch Center for AIDS Research, including 1) managing purchasing, fiscal, and grant administrative actions for multiple pilot award programs and for the overall Center, 2) strategize and drive communications for the Center using multiple communications channels (email, website, social media), and 3) provide strategic planning expertise including strategizing and executing complex monitoring and evaluation activities across the Center.


Communications (35%): Strategize and drive communications for the Center using multiple communications channels. Design and execute project-based communications projects for the Center, working closely with the Communications Lead and the Associate Director, with the following duties:

  • Utilize specialized knowledge of this program to contribute to ongoing development and refinement of Center communications plan, including establishing policies, procedures and methods for communications.

  • Strategize, design, and execute communications plans including leading website re-designs, major website updates, devising email strategy, and expanding social media presence across the Center

  • Oversee, track, and maintain multiple listservs across the center, occasionally designing communications materials like infographics, brochures, flyers

  • Strategize on the design and structure and optimal data points for the Center’s membership database Purchasing, Grant, and Fiscal Management (60%): With oversight by the Center’s Grant and Finance Manager, independently manage complex purchasing, fiscal, and grant administrative actions for multiple pilot award programs and for the overall Center, including:

  • Manage pre-award process for external grant applications, including tracking and gathering documents and data, including budget data, biosketches, and complex compliance information including IRB approvals, IACUC approvals, and other NIH clearance information; and managing submissions via electronic systems.

  • Conduct quality control review of internal grant application budgets and provide consultation to prospective applicants

  • Independently perform complex post-award fiscal administrative duties including forecasting spending and balances and reporting to leaders of multiple components across the Center

  • Initiate and monitor requests to UW grant and finance offices for budget actions (MODs/ASRs)

  • Independently execute complex process of fiscal year set-up and close-out

  • Create complex ad-hoc fiscal reports and compile data for annual progress reporting to sponsor

  • Execute entire “cradle to grave” process for external partner subcontracts

  • Manage the processing of multiple, complex purchases, reimbursements, and other payments

  • Ensure that CFAR fiscal and grant activities conform to institutional and department policies and regulations. Strategic Planning (5%):

  • Provide strategic planning expertise for various strategic planning groups, including Center’s Leadership Team, Executive Committee, and multiple Advisory Committees.

  • Plan and execute strategic planning activities including monitoring and evaluation, strategic retreats, and member surveys. MINIMUM REQUIREMENTS

  • Bachelor's Degree in related field such as Business Administration, Public Administration, Public Health, Global Health or equivalent and one year of program and fiscal administration experience or equivalent combination of education and experience.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS

  • Proficiency with Microsoft Office, in particular Excel.

  • Experience in an academic setting

  • Experience in research administration

  • Experience managing the operation of a specialized or technical program

  • Experience with website design and structure

  • High level of accountability – drives for results, displays a sense of ownership, and is passionate about attaining goals and surpassing expectations

  • Proactive problem solver and communicator, with a desire to improve systems

  • Demonstrated ability to take initiative and anticipate challenges before they arise

  • Ability to work independently, successfully prioritize and manage multiple projects in a deadline-driven environment

  • Excellent organizational skills, attention to detail, and follow through

  • Strong ability to communicate clearly and consistently (written and verbal)

  • Comfortable in collaborative setting and working within and across cultures

  • Interest in HIV research

  • Familiar with biomedical research terminology 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 access 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.