PROGRAM COORDINATOR

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 Institute for Protein Design (IPD) at the University of Washington in Seattle is creating a new world of synthetic proteins to address 21st-century challenges in medicine, energy, and technology. The IPD is a unique interdisciplinary environment where world-class researchers with expertise in computing and software, biochemistry, genome sciences, biological structure, pharmacology, immunology and other basic science disciplines, as well as clinical medicine, work together to both computationally design and experimentally characterize novel biomolecules. Current projects include the design of novel therapeutics for cancer, neurological diseases, and more, as well as new vaccines, nanomaterials, and enzymes. For more detailed information about the Institute for Protein Design please see www.ipd.uw.edu .

The Department of Rehabilitation Medicine is a complex academic and clinical department in the School of Medicine and Affiliated Hospitals, which include the UW Medical Center, Harborview Medical Center, VA Hospitals, and Children’s Hospital.  The Department includes Physical Therapy, Occupational Therapy, Prosthetics & Orthotics, Neuropsychology, and Vocational Rehabilitation units, as well as graduate degree programs.  In addition the department holds $11M in grants from federal and foundation funding sources.

Under the general direction of the Institute for Protein Design (IPD) Academic Program Operations Manager, the Program Coordinator exercises independent judgment to provide complex administrative support as a key member of the IPD’s administrative staff. This person will be expected to exercise initiative and have the ability to work effectively in a team environment with IPD and campus partners.

RESPONSIBILITIES:

40% Academic Undergraduate Program Support
·       Lead administrative support for IPD undergraduate research programs including mentored projects, summer undergraduate fellowships, and the Jupiter academic year undergraduate internship program.
·       Support collection of all required documentation for lab members in association with undergraduate programs.
·       Work closely and in collaboration with IPD Lab Operations Manager to coordinate the wet lab activities of undergraduate academic programs.
·       Coordinate logistics with IPD’s undergraduate research program (URP) Group for IPD’s summer undergraduate fellows.
·       Oversee process improvement projects related to the undergraduate programs including revision of policies and procedures.
·       Perform assigned department human resources administrative tasks related to these undergraduate programs.
·       Develop and maintain HR forms, manuals, and other materials related to the undergraduate programs.
·       Point of contact for undergrad programs at IPD, including recruitment, and fielding questions from applicants and current students.
·       Respond to employee questions and concerns related to IPD undergraduate programs and policies, escalating as needed.

35% Events and Conferences Program
·       Create, implement, manage, execute, and evaluate IPD events, including both in-person and virtual events, and including some events on evenings and weekends.
·       Recruit and train event volunteers and student workers to help with event execution.
·       Provide the operational support needed to keep events running smoothly, including maintaining supplies and creating/acquiring signage; troubleshoot and resolve issues at events, whether managing events on-site or remotely.
·       Communicate with event stakeholders and IPD leadership regarding event, project, or program planning, including upcoming decisions, deadlines, red-flags, challenges, etc.
·       Support planning and coordination of arrangements for repeat conferences, seminars, meetings, recruitment activities, and one-time events.
·       Support set up and breakdown of events.
• Adhere to program planning and guidelines, coordinating logistics such as scheduling meeting rooms, participants, working with facilities, catering, classroom services and lodging venues.
• Work closely and in collaboration with IPD Lab Operations Manager.
• Communicate regularly with event planning team via in-person meetings, by phone, and via email, provide accurate and efficient information regarding events and logistics to team and update with progress.
• Coordinate travel, lodging and accommodations for visiting lecturers and guests.
• Manage special event RSVP and attendance processes, and coordinate arrangements for VIP attendees and guests.
• Facilitate conference and event planning and evaluation meetings, plan and monitor event deadlines, record accurate minutes detailing meeting decisions and next steps.
• Assist IPD Leadership with the development of new programs and events and co-sponsored events and manage the co-sponsorship process.
• Manage and process reimbursement for events and meetings.
• Work closely with IPD administration team to support projects as needed.

15% Academic Program Operations Support
• Follow up with IPD staff and postdoctoral scholars to collect required documentation.
• Manage and schedule postdoc interview documents and announcements, collate responses, and lead feedback sessions.
• Work with Scientific Communications Manager to ensure website is updated and current.
• Manage volunteer onboarding and timesheet collection.
• Collaborate with faculty and Executive Assistant to ensure VISIT/VISER forms are completed.

10% Informational Data Management
•     Maintain data in MyIPD.
•     Collaborate with IT, lab members, and administrative staff to support development, implementation, and maintenance of wiki, Mattermost, and MyIPD data content related to undergraduate programs and IPD events.
•     Coordinate area leads and subject matter experts to help ensure high quality, user-friendly, up-to-date content.
•     Initiate user surveys; analyze results and propose applications of, or solutions to, user feedback.

MINIMUM REQUIREMENTS:
High school graduation or equivalent AND TWO years of experience in the program specialty OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:
• Experience in providing administrative support, overseeing and executing office operations.
• Experience working with a diverse population.
• Excellent oral and written communication and customer service skills.
• Proficiency using Microsoft Office and Google applications.
• Excellent organizational skills.

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

DESIRED EXPERIENCE:
• Two to four years working in an office environment.
• Associate or Bachelor degree.
• Experience working with UW systems.
Strong organization and communication skills.
• Experience with academic programs.

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 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 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.