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. The Department of Chemical Engineering (ChemE)
has more than 25 faculty, 20 postdocs, and 20 staff. ChemE has a long tradition of openness and innovation. We recognize and value the perspectives and contributions that everyone, including women, ethnic and racial minorities, LGBTQ+, differently-abled, veterans, and under-served individuals can bring to our discipline. We actively advance the inclusion and representation of these groups, whose views, goals and participation enrich and enhance UW ChemEs mission to create knowledge and solutions for a changing 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 four consecutive years.
The UWs Chemical Engineering department (ChemE) has an outstanding opportunity for a PROGRAM MANAGER
to be responsible for the program administration and management of the National Science Foundation Research Traineeship (NRT) Program in Data Intensive Research Enabling Clean Technologies (DIRECT) operated in conjunction with the UW Clean Energy Institute. In addition, this position will manage faculty grants, make purchases, process reimbursements, and make travel arrangements. RESPONSIBILITIES:
The Program Manager (PM) is responsible for programmatic and administrative support of the NRT Program administered by ChemE. In addition, PM will develop complex and timely reports, prepare complex budgets, monitor, project and analyze expenditures, make purchases, process reimbursements, and make travel arrangements. The PM must have a thorough understanding of grant administration, ensuring compliance with sponsor, UW, and department rules and regulations. This employee reports to the PI for the NSF Research Traineeship Program.
The position is responsible for developing new program policies and procedures related to student funding and awards, assignment of projects, and reporting. The position independently manages all aspects of the program and works directly with leaders of UW units to ensure the long-term sustainability of the program and leads strategic planning for the program. The individual in this position serves as the primary administrative representative of the program and works with a wide variety of constituents including faculty, staff, students, industry project leads, NSF program managers, external Advisory Board, and external evaluators.
Allocate resources and provide administrative support to the PI. Effectively address complex and sensitive administrative issues using independent judgement and discretion.
Administer Project Based Learning process; establish and maintain process for intake, revision, and selection of projects by NRT fellows. Create and distribute timely ASE appointment letters for students entered into the program, as appropriate. Establish and lead coordination of graduate diversity recruiting program and associated events and activities. Manage mentoring plans and assist in mentoring NRT fellows. Work with PI to resolve placement issues and change requests.
Establish and maintain system for tracking trainee milestones. Advise trainees of upcoming deadlines and ensure deadlines are met. Coordinate evaluation schedule and collection of external evaluator data.
Management and coordinate of external (capstone) opportunities for the NRT fellows.
Schedule and coordinate DIRECT Advisory Board meetings and other program related meetings and community-building events as requested; prepare agenda; take meeting minutes and prepare briefings and meeting summaries.
Serve as liaison between students, faculty and staff, participating departments and colleges, and industry project leads. This includes close coordination with the CEI grad fellows program application and decision process (for PhD students) as well as independently managing the applications and review of the MS applicants to the program.
Identify metrics and manage collection of statistics, report data, and provide analysis for program demand, admissions trends, progress of current students, graduation and initial employment, etc. Coordinate surveys, social media, and other methods of gathering information.
Lead process to develop long-term plan and funding model ensuring sustainability of the program. Establish and maintain system for tracking grant milestones, report deadlines, and other program deliverables. Work with PI to ensure all milestones, timelines, and requirements for the grant are met. Issue reminders and notifications of important commitments and ensure that all official obligations are met.
Manage all aspects of reporting to the NSF and UW, maintaining appropriate records and databases to ensure long-term quality and accessibility of data.
Write content for reports, translate scientific content for reports and news articles, and develop appropriate images and charts; and establish a communications plan to ensure internal and external audiences are informed of the programs accomplishments.
Manage NRT website. Create, manage, and maintain content to ensure accurate, timely, and professional websites. Perform updates, and edit for usability and accessibility. Serve as the administrator for the content management system. Take responsibility for the consistency, completeness, accuracy and timeliness of web content. Verify that websites comply with current operational requirements, UW and sponsor policies.
Manage MRI web site, form submissions, schedule meetings for committee and provide other administrative support as needed. Coordinate with the external evaluator for execution of program evaluation.
Develop content and images about the NRT program and promote materials to ensure placement in department, CEI, UW, and other media outlets.
Other duties as assigned.
Manage remaining grants for PI and develop tools to provide strategic planning tools for his entire grant portfolio. Develop a thorough knowledge and understanding of the award terms/conditions and the regulations/guidelines of the sponsor. Ensure compliance with proposal activities. Advise the PI on ChemE, UW, and sponsor policies and procedures to ensure compliance.
Support the PI in the proposal submission process to include meeting deadlines, developing complex budgets, coordinating application components, and preparing administrative portions of the proposal.
Manage budgets and provide financial reports as required. Help prepare complete and timely financial reports to sponsors. Review and authorize budget expenses. Review all financial transactions in MyFD, obtaining missing source documents, and reviewing for compliance and accuracy. Investigate and resolve problems. Ensure that the PI and Administrator are aware of pending issues and make suggestions on how to solve them. Analyze funds, create forecasts, and provide strategic advice on a regular basis. Track and update cost share.
Review and manage payroll certifications (GCCRs) and faculty effort certifications (FECs). Ensure grant commitments and contract agreements of the UW and sponsoring agency are fulfilled in a timely and accurate manner.
Respond in a timely way to requests for budget information, analysis, scenarios, updates, etc. Coordinate and monitor administrative processes through the COE, other UW units, the UW Office of Sponsored Programs (OSP), and Grant and Contract Accounting.
Responsible for entering costing allocations in Workday for employees who are paid exclusively on grant funds. Run Workday reports for each pay-period to ensure that students and postdocs are paid correctly as planned, trouble-shoot to resolve issues and take corrective actions.
Ensure compliance with records retention gathering and storing for the PI.
Participate as an active member of the ChemE fiscal management team in designing and recommending efficiencies and process improvement methodologies in alignment with department goals.
Purchasing and Reimbursements
Implement and manage subawards in ARIBA and working with OSP. Ensure timely invoicing, reporting, and payments to partners.
With delegated authority make purchases on behalf of the PI using ARIBA modules, Procard, or the departmental CTA. Reconcile Procard following department and UW procedures. Review and approve purchases made by students and postdocs in ARIBA. Process reimbursements for the grants using the ARIBA modules. Assign, verify, and approve correct budgets and accounting codes for each expenditure. Ensure the purchase are in accordance with ChemE, UW, state and/or granting agency policies rules and regulations. Ensure the proper receipts, documentation, and approvals are obtained.
Professional development is very important to the culture of the department and it is essential that employees demonstrate accountability for their own professional growth and competency by seeking opportunities and activities that improve skills to support the NRT Program and the department. The PM will stay current on emerging technologies by attending workshops/trainings and developing relationships with peers. It is expected that new ideas will be incorporated into solutions and plans so the NRT Program and the department can benefit. REQUIREMENTS:
Bachelors Degree in public administration, business, finance, or other related field or equivalent combination of education and experience.
Two years grant and contract and/or financial management experience. Working knowledge of the NSF National Research Traineeship program, procedures and requirements.
Strong project management and time management skills; ability to operate independently, prioritize, and accomplish complex initiatives within deadlines. Ability and willingness to adjust to changing priorities on very short notice as well as the ability to manage multiple projects with varying deadlines.
Demonstrated organizational proficiency and project organization skills. Self-motivated, proactive, adaptable work style, with the ability to learn quickly and to work with a variety of topics and people.
Proven analytic abilities, using problem solving skills to proactively research and resolve questions, discrepancies, and inconsistencies.
Ability to make appropriate decisions based on relevant information and experience.
Proven writing, communication and design skills.
Demonstrated ability to develop and maintain harmonious relationships in a team environment and with a diverse audience. Must demonstrate excellent written and verbal communication skills.
Ability to communicate successfully with stakeholders at all levels throughout a complex, diverse organization. Must have the ability to maintain confidentiality and use discretion.
High proficiency in Excel, and Word.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED EXPERIENCE
Experience working with UW administrative systems, UW policies and procedures (particularly grants and contracts).
Experience with content management system, Photoshop, website and publishing software (Contribute, Dreamweaver, InDesign, Drupal).
Experience in event planning and execution.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. Conditions:
This position may require working more than 40 hours per week and must be able to work a flexible schedule on occasion (with advance notice). 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.
Associated topics: chief program officer, cpo, manage, manager, management, monitor, product manager, project manager, relationship manager, task