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The Department of Obstetrics & Gynecology (Ob/Gyn) is actively involved in clinical service, research programs, residency training programs and educational programs. We firmly believe that women’s health is critical to the well-being of any community. Our mission is to improve women’s health through leadership, innovation and excellence in clinical care, research, education and service. The Department employs approximately 100 total regular faculty and over 250 clinical faculty, 29 residents and 11 fellows, and 60 staff.
The Department is committed to fostering a diverse and inclusive academic community (see https://obgyn.uw.edu/diversity/diversity). We encourage applications from individuals whose backgrounds or interests align with this commitment. Women, transgender and non-binary individuals, and individuals from under-represented backgrounds are strongly encouraged to apply.
The Department of Ob/Gyn has an outstanding opportunity for a full-time Program Operations Specialist.
The Department of Obgyn has an outstanding opportunity for a Program Operations Specialist. The Program Operations Specialist will provide critical support to the Department of Obstetrics and Gynecology Research Division, including operational and program support to the Principal Investigators within the Research Division and serve on the Department Research Leadership Core Operations Team. This position reports to the Associate Director of Research Operations.
The ideal candidate will possess advanced critical thinking and problem-solving skills to carry out the mission and goals of the Division and Department, and be able to work as a partner with the faculty leaders to plan Divisional strategic and administrative priorities. S/he must be able to initiate and see to fruition the processes to implement these priorities. S/he must be able to work independently and problem solve through the myriad of priorities. The complicated and multi-faceted nature of this the sub-specialty requires deep understanding of the program and its priorities and business practices and the ability to move effectively between the various systems and stakeholders with confidence and appropriate authority. This individual will routinely and independently assess, initiate, and complete programmatic priorities that benefit the scientific, educational, and clinical missions, and ensure their success.
This position provides key programmatic support to Principal Investigators, Research Core Leadership, and the Women’s Reproductive Health Research (WRHR) Program. This position will support the mission of the Department, Research Division, and School of Medicine by ensuring the success of the Obstetrics and Gynecology research program.
Operational and programmatic support for Principal Investigators
·Provide project management and support for pre-award processes including tracking pre-award timeline, collating documents, editing biosketches, writing budget justifications and business documents for grant applications as needed ·Assist in the development and delivery of Research Orientation Training and on-boarding for fellows, staff, residents and new faculty ·Assist PIs in obtaining authorized signatures for a wide range of research related agreements ·Support PIs and Clinical Division Coordinators in keeping biosketches, MyNCBI bibliographies, CVs, and ERACommons accounts up to date and accurate ·Assist with invoicing and budget reconciliation ·Assist with administrative aspects of manuscript submission process ·Assist PIs with presentation development by creating graphics, tables, and visuals as needed ·Provide other ad-hoc non-programmatic research administrative support as needed Administrative management and support of the Research Division and Core
Organize, manage, and maintain oversight of projects of significant size and scope for the Division. Projects vary, but include independent organization and management of division-wide programs and initiatives
Lead yearly scholarly activity dashboard development
Assist in the development, execution, and support of all regular research meetings and research events in the department
Assist in Research-track faculty annual review process with Vice Chair of Research
Maintain confidential calendars for the Research Core Leadership.
Organize upper-level meetings and activities involving Hospital Administration, School of Medicine Department Chairs and Directors, Medical Center affiliates and external individuals and organizations. Coordinate development of agendas, and take meeting minutes
Communicate effectively on matters involving the Department and Division, employing tact and diplomacy. Integrate scientific and administrative priorities
Draft and process confidential time sensitive correspondence, maintain directories, and process mail. Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality
Maintain the Research section of the Department website, the department research newsletter, calendar, email and slack channel
Order supplies and equipment for Research Division
Maintain database tracking the number of studies in key clinical areas
Update policies, procedures, and templates for the Research Division
Assist in communicating research news via social media channels
Assist in the creation of development and fundraising materials for the Research Division
Women’s Reproductive Health Research Program Support
·Assist Director of the WRHR Program in updating and creating orientation packets for new scholars; assist in organizing new scholar orientation ·Schedule and prep agendas for WRHR scholar interviews, budget meetings, and advisory board meetings ·Collate and prep materials for WRHR Scholar announcements, interviews, and selection process ·Assist Director of WRHR Program in drafting and collating materials for NIH progress reports ·Provide administrative support for WRHR Scholars
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.
Bachelor’s Degree in Health Sciences or related field and two years of experience working in research administration, program management, or research coordination
·High level of technical proficiency with Google Docs and Drive, Microsoft Suite, Zoom, Slack, and various social media platforms ·Demonstrated superior writing and editing skills and experience writing correspondence, procedures, and materials for others ·Strong organizational ability including capability of prioritizing work and managing heavy workload with frequent interruptions, tenacious approach to meeting deadlines with efficient, results-oriented approach to projects ·Demonstrated ability to work as part of a team ·Experience working with issues of a confidential nature, using discretion and tact ·Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty, staff, and students
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
·Knowledge of medical/scientific terminology ·Experience working in an academic environment. ·Knowledge of NIH grant processes.
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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