Operations Manager

Job Description

The Department of Immunology has an outstanding opportunity for an Operations Manager to join their team.

About this Opportunity:

Reporting to the departmental administrator, the Operations Manager serves as a key member of the department administrative team and will provide substantial oversight, management, and support for a broad range of departmental functions, including operations, academic and staff human resources, educational programs, and finance. This position will be closely partnered with the chair, administrator, faculty, and lab managers to support research program educational missions while ensuring operational compliance and organizational effectiveness. This position will be deeply involved in day-to-day departmental operations.

The Operations Manager will provide consultation and maintain productive and cooperative relationships with faculty, lab managers, and lab personnel. This role will develop written policies and implement processes, procedures that ensure accuracy, efficiency, policy compliance, and equity across the University of Washington and Immunology department.

The Operations Manager role requires significant initiative, independent decision-making, and well-developed problem-solving skills. This position also possesses exceptional organizational and outstanding interpersonal skills with the ability to build amicable and productive relationships with a wide range of people and personalities, listening to and considering multiple viewpoints, giving and receiving feedback, managing conflict resolution, and adapting written and verbal communications for multiple audiences.

Key Responsibilities:

Operations Management - 40%

• Oversee laboratory operations in compliance with applicable laws, regulations, policies, and procedures, including meeting quarterly with each faculty member
• Coordinate with departmental leadership in planning, development and implementation of new programs and initiatives.
• Serve as the department’s liaison with Integrated Resources (IR), including monitoring tickets to ensure timely completion; directing faculty and staff toward appropriate contacts or resources; troubleshooting; and documenting, escalating, and resolving issues.
• Coordinate laboratory management initiatives, including ab’s standard written expectations guidance/handbook, develop lab manager onboarding and training materials, creating partnership with mentors and new manager, and coordinate quarterly lab manager meetings.
• Lead departmental well-being and culture initiatives to prompt a supportive work environment. These include development of a Wellness Committee charter, long-term priorities and engagement strategies
• Partner with the chair and administrator to manage space allocations, including developing written policies, assigning research and office space to new faculty, preparing space for new faculty, reallocating space as needed, and long-range space planning
• Maintain the department’s space records and utilization data through Space Manager
• Coordinate management of shared departmental resources, equipment tracking, maintenance, cleanup and replacement planning within the or laboratory and departmental space
• In partnership with the chair and administrator, develop and maintain shared equipment tracking, monitor shared equipment, and coordinate maintenance and repairs as needed
• Develop and maintain written departmental operational policies and procedures, advise and train faculty and lab personnel on travel, human resources, equipment, space, records management, and other topics as needed
• Work with Department administrator to develop and maintain departmental secure records-keeping system in partnership with the administrator in compliance with School of Medicine, and UW records retention policies.
• Represent the Department of Immunology to join the University and School of Medicine meetings, including relevant committee service.
• Assist in special projects and other duties as assigned.

Academic Human Resource Management - 20%

• Lead faculty recruiting activities, including strategizing with the chair, position development, search committee coordination, candidate communications, interviews processes, and campus visits logistics.
• Coordinate faculty onboarding activities, including laboratory, Office and administrative set up.
• Manage faculty promotions, chair conferences, reappointments, sabbaticals, leaves, and separations and related academic personnel actions.
• Manage postdoctoral recruitment onboarding, reappointments, exception requests, leaves, and separation processes.
• Provide support and guidance to postdocs with issues that arise in the workplace, conflict resolution, and other sensitive or difficult topics, and provide postdoctoral career development resources.
• Develop guidelines, FAQs and training for postdocs and supervisors to prepare them for the department postdocs’ transition from overtime exempt to overtime eligible
• Coordinate and manage immigration and employment authorization process including H-1B and J-1, visiting scholar appointments, VISIT program, OPT, and permanent residency sponsorships.
• Monitor work authorization and visa expiration timelines to ensure timely filings and approvals.
• Serve as the department’s Glacier expert, ensuring timely completion of Glacier and payroll coordination.
• Maintain faculty service records, maintain faculty roster and voting records, and coordinate updates to departmental appointment and promotion criteria.
• Coordinate annual merit, salary adjustments, compensation process for faculty in partnership with the department leadership.

Academic Human Resource Management - 20%

• Lead faculty recruiting activities, including strategizing with the chair, position development, search committee coordination, candidate communications, interviews processes, and campus visits logistics.
• Coordinate faculty onboarding activities, including laboratory, Office and administrative set up.
• Manage faculty promotions, chair conferences, reappointments, sabbaticals, leaves, and separations and related academic personnel actions.
• Manage postdoctoral recruitment onboarding, reappointments, exception requests, leaves, and separation processes.
• Provide support and guidance to postdocs with issues that arise in the workplace, conflict resolution, and other sensitive or difficult topics, and provide postdoctoral career development resources.
• Develop guidelines, FAQs and training for postdocs and supervisors to prepare them for the department postdocs’ transition from overtime exempt to overtime eligible
• Coordinate and manage immigration and employment authorization process including H-1B and J-1, visiting scholar appointments, VISIT program, OPT, and permanent residency sponsorships.
• Monitor work authorization and visa expiration timelines to ensure timely filings and approvals.
• Serve as the department’s Glacier expert, ensuring timely completion of Glacier and payroll coordination.
• Maintain faculty service records, maintain faculty roster and voting records, and coordinate updates to departmental appointment and promotion criteria.
• Coordinate annual merit, salary adjustments, compensation process for faculty in partnership with the department leadership.

Staff Human Resource Management - 20%

• Manage recruitment and hiring activities for classified, professional, and research staff, including position design, compensation guidance, and job descriptions
• Advise Supervisor and hiring manager on classification, compensation, position reviews.
• Provide support and guidance to staff on workplace concerns, employee relations matters, conflict resolution, and other personnel transactions.
• Develop and maintain onboarding and offboarding programs, and coordinate onboarding, orientation and offboarding for staff
• Coordinate annual performance evaluation processes, annual confidentiality forms, and annual telework agreements
• Support supervisors with performance evaluations, coaching strategies, corrective action process, and identifying opportunities for professional development.
• Monitor hiring and compensation practices, and provide recommendations to leadership to promote equity and consistency across the departments.

Educational Program Management - 10%

• Coordinate graduate student and trainee appointments, funding assignments and compensation in collaboration with the fellowship coordinator and graduate program coordinator.
• Manage hiring, onboarding, and offboarding for undergraduate student employees.
• Monitor Student employee appointment term, funding sources, compensation, and reappointment timelines to ensure continuity and compliance.
• Review volunteer agreements, maintain records, provide training to faculty on volunteer-related policies and procedures to ensure volunteers complete with university policy and trainings requirements.
• Partner with the Institute for Translational Immunology (ITI) Director to develop and maintain best practices for the PROPEL NW program

Financial Management - 10%

• Under direction of the departmental administrator, assist with annual budget processes, financial reporting activities and contractual agreements.
• Support procurement decisions, invoicing and receiving, reconciliation and approvals.
• Serve as a resource to provide financial guidance and continuity of business function during the absence of the department administrator.

Required Qualifications

To be considered for this opportunity, your application must demonstrate you meet the qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field
• Three to four years of experience in higher education, research Administration, human resources or a related field.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

**Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Preferred Qualifications:

• Three or more years working in an academic research environment.

• Three or more years of experience in academic human resources or academic affairs.

• At least one year of experience in visas sponsorships, work authorizations for international faculty, staff, scholars and trainees.

• Excellent organizational skills with attention to details and ability to manage multiple priorities simultaneously.

• Demonstrated problem-solving and decision-making abilities.

• Outstanding written, verbal and interpersonal communication skills.

• Demonstrated ability to maintain strict confidentiality and handle sensitive information with discretion.

• Familiarity with University of Washington and School of Medicine organizational structures, policies, and procedures.

• Demonstrated ability to build Collaborative and trusting relationship with faculty, staff, trainees and Institutional partners.

• Proficiency with Workday, Docusign, Interfolio, Microsoft 365 applications, Google Suite, and Adobe Acrobat Pro.

Working Conditions:

• This position is hybrid, requiring at least three days per week onsite.
• This position may be required to work outside regular business hours to attend events.

Compensation, Benefits and Position Details

Pay Range Minimum:

$90,000.00 annual

Pay Range Maximum:

$108,144.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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