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 five consecutive years. The Clean Energy Institute (CEI) is seeking an Operations Manager to support its active and growing organized research unit. CEI was founded in 2013 with funds from the State of Washington to support the advancement of next-generation solar energy and battery materials and devices, and their integration with systems and the grid. The Institute creates the ideas and educates the people needed to generate those innovations, while facilitating the pathways to bring them to market.The Operations Manager supports a wide spectrum of complex business, administrative, and operational activities within the Institute.RESPONSIBILITIES:Primary responsibilities include: *Managing payroll, fiscal compliance and administration, and human resources administration under the direction of the Administrator.*Dynamically managing projects for CEI Director.*Research administration for interdisciplinary programs and grants run through the Institute.*Overseeing the admin, staff, and fiscal operations of the Institute; identifying challenges and working with Administrator to develop solutions and process improvements.*Identifying new opportunities, processes, methods, and standards for service; managing their implementation under direction of the Administrator.*Representing CEI at administrative and coordination meetings.Financial Management and Research Administration*Serve as the primary research administrator for the Clean Energy Institute. Work independently to manage submission of grant proposals and progress reports for multi-disciplinary research proposals initiated and administered in CEI. Establish timelines to meet sponsor and UW due dates and instruct research staff about specific requirements described in the call for proposals. Prepare or coordinate preparation of supporting materials and other proposal-related documentation.*Provide post-award support to external awards that are housed in CEI; activities will include monitoring faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out. Monitor research awards for compliance with university and sponsor policies.*Apply principles of financial management and cost accounting standards to prepare reports including analysis and forecasting for Institute budgets, gifts, and programs.*Serve as fiscal contact for CEI gifts, events, matching, and sponsorships. Track expenditures using project cost accounting.*Establish new budgets and processes for monitoring and approving expenditures. For institute budgets, review and approve purchases for goods and services. Monitor Institute commitments and prepare regular reports for the Administrator.*Serve on ad hoc complex proposal teams.CEI Operations and WRF Program Management*Manage the Washington Research Foundation $6.74M gift and related programs; track and project expenditures; serve as the primary contact for faculty startup commitments, WRF Innovation Fellows Program (3 postdoc fellows/year), and facilities seed fund. Prepare annual reports.*Provide high-level project management for CEI Director. Lead special projects and support special initiatives for the Director, developing new processes, forms, communications, and materials (e.g., new work groups, funding programs, international collaborations). Projects are of a complex nature and will typically require independent problem-solving skills, understanding of strategic plan and advancement goals, and specialized knowledge of student funding mechanisms, gift, research funding, and university systems.*Serve as backup to Administrative Assistant for managing CEI Director's schedule, travel, or meetings.*Contribute to the development of narrative reports for program reviews and annual reports.*Ensure smooth functioning of office by overseeing, creating, and regularly reviewing administrative processes. *Identify opportunities for efficiency, process improvements, or providing new shared resources to Institute constituents, working closely with Administrator and NanoES-MolES counterparts.MRSEC Program ManagementUnder direction of the MRSEC Director:*Schedule meetings and provide general administrative support for MRSEC Director and committee.*Provide post-award support and grant monitoring. Establish and maintain system for tracking grant milestones, report deadlines, and other program deliverables. Prepare or coordinate preparation of reports and supporting materials according to sponsor requirements. Manage timelines and coordinate activities of multiple authors to ensure timely submission.*Monitor faculty and staff effort and payroll distributions, purchasing equipment, supplies and services, and budget creation and close-out. Ensure compliance with university and sponsor policies.*Prepare regular reports of awards and expenditures including projections and forecasting.Human Resources Administration and Payroll*Serve as the Institute's hiring manager (HR Initiate 2, Manager) to post positions and provide administrative support for CEI hires. Work with Administrator or College of Engineering HR staff to identify best practices, problem solve, and provide guidance to managers hiring staff in the Institute.*Maintain record of supervisory organizations and approval roles. Serve as Institute contact for adding to staff and troubleshooting support issues.*Manage payroll and cost center allocations for all staff in CEI and associated facilities, with strict attention to detail to avoid errors or late payments.*Serve as backup approver for Administrator.Supervision*50% supervision of the Fiscal Specialist 2.*100% supervision of CEI Admin Assistant Supervisor.*Establish work schedules, conduct performance reviews, recruit, hire and train when vacancies occur.*Supervise other administrative staff that are hired to support institute activities.Other*Participate in college/school meetings and contribute to committees.*Serve on event teams to support large events, conferences and summer programs.*Attend CERAN meetings. *Other duties as assigned.REQUIREMENTS: *Bachelor's degree in Administration, Higher Education Administration, or related discipline.*Four years' experience with finance and program management in a research environment.*Flexibility and willingness to work under pressure of frequent deadlines and changing priorities in a high volume academic setting.*Excellent oral and written communication skills.*High level of professionalism, organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team.*Experience establishing new processes and/or independently managing administrative or financial processes. *Ability to exercise independent judgment and work independently to resolve problems.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED EXPERIENCE*Experience managing payroll.*Strong organizational and problem-solving skills; administrative creativity and strong initiative.*Experience managing a team, working in an academic institution, working with faculty across departments or in an interdisciplinary unit.*Knowledge of UW systems, processes, and procedures (particularly Workday).This position reports to the Administrator and works closely with other fiscal specialists and program manager in the core of collaborative staff that supports related interdisciplinary research units and actively develops shared resources and best practice and collaborates on shared initiatives and events.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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