Program Coordinator, Financial Planning and Operations

Salary Range: $3,500 - $4,541 per month 

The Institute for Health Metrics and Evaluation (IHME) is an independent research center at the University of Washington. Its mission is to monitor global health conditions and health systems, as well as to evaluate interventions, initiatives, and reforms. IHME carries out a range of projects within different research areas including the Global Burden of Diseases, Injuries, and Risk Factors; Future Health Scenarios; Costs and Cost Effectiveness; Geospatial Analysis; Resource Tracking; and Impact Evaluations. The aim is to provide policymakers, donors, and researchers with the highest-quality quantitative evidence base to make decisions that achieve better health.

IHME has an outstanding opportunity for a Program Coordinator that will provide day-to-day program support performing complex and varied fiscal and administrative functions within IHME and supporting Middle Eastern Initiatives, Mesoamerica research, and the UW Population Health Initiative programs.

The Program Coordinator serves as a resource and a point of contact for accurate information about these programs in relation to events, conferences, summits, and key research deliverable timelines. He/she must build effective working relationships with individuals within and outside the organization from a variety of professional levels and backgrounds while exhibiting poise, responsiveness, a keen awareness of details, and impeccable integrity when dealing with sensitive materials and topics. The individual will independently provide overall effective and efficient communication and coordination for each program, interpreting and applying policies, guidelines, and procedures to answer inquiries from faculty, fellows, staff, students, and global external collaborators.

The individual must develop an awareness of the research context of the programs he/she assists with in order to best understand priorities and execute work against demanding deadlines and while juggling multiple tasks. He/she must demonstrate the ability to effortlessly communicate and coordinate with individuals from multiple cultural, geographic, and disciplinary backgrounds. The Program Coordinator will execute all activities in a manner integrated completely with the priorities of the overall organization. This positions reports to the Assistant Director of Administration.

Additionally, this position operates the reception desk and is the dedicated resource to IHME faculty, staff and visitors. The Program Coordinator is the initial contact for visitors to the Institute. This position is key to presenting to local, national and international visitors, the first impression of the Institute in the best manner possible. He/she will interface with individuals in wide range of positions and roles – in the University setting from students to the highest levels of the Administration including staff, faculty, and researchers. The position demands a high level of professionalism. This role will be an active member of the Financial Planning and Operations team and will report to the Assistant Director of Operation.

This position is contingent upon project funding availability.

DUTIES AND RESPONSIBILITIES

Program support and coordination

• Provide accurate and efficient communication to staff, faculty, fellows, and the public with information and interpretation of policies and procedures related to the program’s specialties.
• Coordinate and lead meetings with faculty and staff to schedule out projected events/meetings, determining scope and necessary elements. Lead these projects as assigned by program directors to ensure timelines are being met.
• Manage and organize conferences, summits, and guest speaking events with internal and external collaborators, government officials, media, and public and private institutions, to include coordinating meeting logistics, scheduling appointments and meetings, coordinating travel arrangements, and preparing business visa application documents for faculty and visitors as needed.
• Assist program heads with composing or editing reports and meeting presentation materials per IHME’s style guidelines.
• Initiate purchases of goods, services, and supplies in accordance with UW policies and procedures as needed, check order status and resolve problems efficiently and effectively.
• Analyze and process expense reports, reimbursements, and check requests in an accurate and timely fashion.
• Identify mechanisms to improve operations, decrease turnaround times, and streamline work processes.

Reception support

• Provide assistance with day-to-day front desk duties, including answering the phone, maintaining a front desk email account and schedule, greeting visitors and facilitating smooth transitions to meetings, ordering business cards, providing estimates for shipping, packaging and entering requests, receiving and notifying for packages, maintaining various logs, daily kitchen and conference room upkeep, and working with building management and staff for facility operations.
• Professionally conduct work with the highest level of integrity and discretion as it relates to international visitors and dignitaries, faculty, staff, and students.
• Assist with Institute administrative tasks, including but not limited to: assembly of professional documents for Scientific Oversight Group (SOG) and IHME Board of Directors, data entry and moderate clerical support for presentation materials.
• Utilize independent judgment and discretion while engaging with internal and external collaborators, government officials, media, and public and private institutions and representatives.
• Other duties as assigned.

MINIMUM REQUIREMENTS

• High school graduation or equivalent AND two years of experience in supporting a program and/or executives OR equivalent education/experience.

ADDITIONAL REQUIREMENTS

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company.
• Strong MS Office software skills – proficiency in MS Word, MS Excel, and MS PowerPoint are minimum requirements.
• Proficiency in MS Outlook, email, calendaring, and scheduling.
• Must be an organized, team-oriented, self-motivated, hard worker with excellent communication and customer relations skills.
• A patient, friendly, and poised demeanor is vital.
• Must be effective in a diverse, international community.
• Ability to creatively solve problems in order to meet Institute goals and objectives.
• Strong attention to detail and accuracy.
• Interest in learning about the Institute’s work and an ability to clearly relate and communicate its work.
• Flexibility and willingness to assume new tasks or special projects.
• Flexibility to work nights and weekends a must.

DESIRED QUALIFICATIONS

• A bachelor’s degree with major study in business, administrative systems, or related field AND two years of administration experience.
• A Working knowledge of UW purchasing rules, reimbursement procedures, travel policies, and compliance policies.
• A Knowledge of Ariba eProcurement purchasing and reimbursements.
• A Knowledge of complicated telecommunications equipment.

Application Process:  

The application process 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

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