Req #:	173472
Department:	ALCOHOL AND DRUG ABUSE INSTITUTE (ADAI)
Job Location:	Other Location
Posting Date:	10/28/2019
Closing Info:	Open Until Filled
Salary:	Salary is commensurate with experience and education
Shift:	First Shift
Notes:	As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

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 UW Alcohol and Drug Abuse Institute (ADAI) is a multidisciplinary research institute whose mission is to support and facilitate research and information dissemination in the field of substance use and abuse.

ADAI currently has an outstanding opportunity for an Administrator. This position reports to the Director and is responsible for managing the operations of the institute, financial planning, budget management, grant and contract management, human resources administration, and special projects. As a member of the ADAI Executive Committee, the Administrator participates in policy review and development, long-range planning, setting priorities, championing best practices and ongoing organization change and process improvement, and administering policies of the institute. The position directly contributes to and is accountable for creating and sustaining a culture of service, accountability, and excellence at ADAI.

As a member of the Executive Committee, the Administrator shares responsibility for ensuring that the appropriate framework, resources, services and support are reflected in ADAI policies, procedures, accountabilities, services and information systems. This position is accountable for providing a full compliant efficient system and portfolio of department resources and services that meet the current and evolving needs of the department, research components, local and national regulatory agencies, ADAI personnel and external partners. This position is charged with maintaining an effective communication and collaboration network across the scope of responsibilities and delivering services and resources in a responsive, best practices, and cost-effective environment.

RESPONSIBILITIES:

DEPARTMENTAL ADMINISTRATION

Advise the ADAI Director and process owners on strategic plans for development, effectiveness initiatives, infrastructure improvements, lease, and programs to improve ADAI productivity, efficiency and research portfolio.

Coordinate change management initiatives

Manage the day-to-day operations and administrative functions of ADAI.

Participate in the development, review and revision of departmental policies to ensure operations are in compliance with University and Health Sciences Administration policies and procedures.

Provide administrative oversight of fiscal, procurement, payroll, travel, and inventory processes, developing processes according to best practices.

Establish and maintain frequent and effective communication, working collaboratively with ADAI personnel, internal and external partners, investigators, collaborators, division heads and others as needed.

Coordinate Quarterly Staff Meetings.

Coordinate space planning, remodeling, lease agreements, moves, and office relocations.

Manage University, Federal, and State audits.

Ensure departmental records, protocols, operational and compliance documents are executed and managed in a timely and transparent manner in accordance with all applicable requirements.

Ensure server security and transitions.

Problem solving as needed.

FINANCIAL MANAGEMENT

Administer the financial operations of ADAI.

With delegated authority from the Director, exercise broad financial decision-making authority to maximize efficient and effective allocation of resources.

Ensure the practice of sound fiscal management process and procedures, in compliance with University, State, Federal, and sponsor policies and regulations.

Develop and manage ADAI budgets, authorize and monitor expenditures, identify trends, provide regular reporting projections, and resource analyses.

Provide Quarterly Reports to the Director, projecting balances to the end of each fiscal year.

Provide ad hoc reports to Principle Investigators and Project Directors as requested.

Write checks for human subject payments, perform monthly reconciliation of checking account.

Process Quarterly cash transmittals from the Liquor Cannabis Board for I-171 funds

Request creation and mailing of Invoices (A-19) from Grant and Accounting for contracts which require deliverables based invoicing.

Ensure the expenditure by fiscal year end of the I-502 Marijuana Proviso funds.

Create sub-budgets as needed for ADAI Small Grant awards.

Review and approve Blanket Purchase Orders (BPOs) and other Invoices, travel reimbursements.

Monthly review and approval of multiple ProCards via JPMorgan Chase portal.

GRANT AND CONTRACT ADMINISTRATION

Provide administrative oversight of grant and contract proposal preparation and submission process.

Perform post award administration of ADAI grants and contracts, ensuring compliance with departmental, University, State, Federal and sponsor policies and regulations.

Provide administrative oversight of the ADAI Small Grants Program to ensure the integrity of the program and process.

HUMAN RESOURCES ADMINISTRATION

Manage, review, and facilitate all staff appointments, including out-of-state remote locations.

Using Workday, create positions and job requisitions; adjust costing allocations for faculty and staff and FTE changes.

Back-up approver for all timesheets and absence requests for Professional and Classified Staff.

Ensure departmental compliance with Health Sciences Administration, University of Washington, State and Federal requirements.

Advise staff regarding personnel processes, i.e., recruitment, reclass and salary In-grade procedures, layoff, and termination.

Organize the agenda for the ADAI Quarterly Staff Meeting.

Directly supervise a Fiscal Specialist 2 and an Administrative Assistant 2, provide supervisory support to the Program Operations Specialist for CTN project.

REQUIREMENTS:

Bachelors’ Degree in one of the following areas:  Business, Healthcare, or Public Administration, Behavioral Sciences, Public Health, or related field; plus at least five years of recent administrative experience in an academic university setting to include the following:

Demonstrated competence in financial, operations, and personnel management

Strong research administration skills, including grant and contract management

Established competency in developing and monitoring complex budget processes

Thorough knowledge and understanding of University, State, and Federal regulations, policies, and procedures applicable to grants and contracts.

Demonstrated ability to organize and manage multiple concurrent and competing projects and timelines.

Ability to work independently and professionally using excellent judgment, with a high degree of reliability, accuracy and attention to detail.

Demonstrated supervisory and human resources management experience and skill.

Excellent written and oral communication skills, including diplomacy and discretion.

Demonstrated ability to effectively address complex and sensitive administrative subjects and issues.

Collaborative work style and ability to work well in a diverse workplace.

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

DESIRED EXPERIENCE

Master’s Degree, in one of the following areas:  Business, Healthcare, Public Administration, Behavioral Sciences, Public Health, or related field.

Familiarity with Generally Accepted Accounting Principles (GAAP).

Demonstrated experience leading change and organizational process improvement, strategic planning.

Thorough knowledge and experience with UW online management systems, i.e., Workday, UWHires, MyFD, Ariba, SAGE.

Additional formal education and/or training in management, human resource administration, and financial management.

Conditions of Employment:
Deadlines are a regular part of this position, including those related to grant proposals and reporting, budget expiration and reporting, payroll, and staff recruitments, which may require working evenings or weekends to ensure that work is completed on time.

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.