PROGRAM OPERATIONS SPECIALIST
PROGRAM OPERATIONS SPECIALIST
Req #: 184656
Department: MEDICINAL CHEMISTRY
Appointing Department Web Address:
Posting Date: 11/19/2020
Closing Info: Open Until Filled
Salary: Salary is commensurate with education and experience.
Limited Recruitment: Other
Limited Recruitment Other: OPEN TO UW EMPLOYEES ONLY
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 six consecutive years.
The Department of Medicinal Chemistry, part of the highly collaborative, interdisciplinary School of Pharmacy, currently has an outstanding opportunity for a Program Operations Specialist for our Graduate Program. Under general supervision of the Administrator, this individual will be responsible for managing all aspects of our graduate student program and related administrative duties.
We are looking for someone who is proactive, works well with minimal supervision independently and in a team setting. This person must have outstanding organizational, communication and interpersonal skills, and excellent attention to detail.
Recruitment Manager for Medicinal Chemistry PhD and Summer Diversity Student Programs
- Work with the faculty graduate program coordinator as we strive for excellence in recruiting a diverse and successful contingent of students for the Med Chem PhD program.
- Establish and refine recruitment review and success metrics to ensure continued program success.
- Create yearly applicant database and maintain confidential application files.
- Communicate with applicants to provide departmental information and monitor status.
- Direct and arrange applicants' / students' visits, including travel and lodging.
- Organize yearly new graduate student orientation and other departmental events.
- Advise graduate students regarding administrative matters including, but not limited to enrollment, add codes, academic requirements and leaves, and other program-related questions.
- Managing student progress throughout the program along with faculty graduate coordinator, monitoring students' progress toward graduation, correcting administrative errors e.g. incorrect grades, number of credits
- Coordinate and manage administrative pieces of students' annual progress reports, cumulative exams, and training grant and other award applications.
- Generating and filing warrants and managing associated process for students' general exams and thesis defense.
- Ensure continued departmental contact with department alumni and maintain alumni information database.
- Process all curriculum changes, ensure compliance with School curriculum committee and UW curriculum office; submit new courses for approval process via the Kuali application.
- Manage logistical aspects, coordinate, schedule, and monitor activities relating to the curriculum to assure consistency with department and SOP needs, and university requirements.
- Oversee the production and communication of curriculum materials and information, including print and electronic, and copyright protected material used in lecture notes.
- Serve as the department contact person for information on the curriculum and as administrative member for Med Chem on the SOP Curriculum Committee.
- Provide information to faculty, staff, and others regarding curriculum content and developments.
- Serve as department webmaster for curriculum-related content (class materials) and other general department content on the Medical Chemistry website.
- Create new pages and write content for department, course, and facilities sites. In conjunction with SOP webmasters.
- Coordinate social media and student outreach efforts.
- Attend SOP web administration meetings.
- Occasionally manage special departmental projects.
Bachelor's Degree or equivalent AND two years of experience in a higher education setting, OR equivalent education/experience.
Familiarity with UW systems and procedures, especially with a graduate program.
Proficient in Microsoft Office (specifically Word and Excel), Adobe Acrobat and Photoshop.
Ability to work with a diverse constituency.
Ability to communicate effectively and efficiently in a friendly manner.
Experience with web design and management, including use of web editing utilities/programs such as WordPress, Sharepoint, or Dreamweaver.
Minimum basic graphic design skills.
Ability to occasionally work outside regular hours, especially in winter quarter.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Knowledge of UW computing and systems including Workday, eProcurement, reimbursement process, UW Travel, UW Student Database and MyGrad Program or similar database systems.
Familiarity with University and Federal requirements relating to NIH training grants.
Experience with Mac computers, including Word and Excel for Mac.
Experience with chemical structure drawing software, or similar graphic program.
Ability to work a M-F five 8-hour day schedule, until at least 5pm.
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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under .
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or
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