**Job Description** **Position Purpose:** This position will have a major administrative and program responsibility within the Institute for Protein Design (IPD), Department of Biochemistry in the UW School of Medicine and report directly to the executive head. The major focus of this position will fall under special project management involving establishment and administrative and programmatic coordination and ongoing management of operations at the new second location, 330 Yale, of the Institute for Protein Design. This position will lead the implementation of the programmatic goals of 330 Yale, which includes IPD’s Translational Program, faculty support, and leading programs related to our Core Research groups and events. The IPD will have over 75 faculty and research staff reporting to this location and a dedicated Administrative Operations Specialist is necessary for the success of this site. **Position Complexities:** Reports directly to an Executive Head and has delegated authority to perform professional level administration and management of programmatic and administrative functions. Makes decisions or recommendations regarding assigned administrative and programmatic functions, such as special projects management and coordination, asset and resource allocation, space allocation and personnel management and multi-faceted Department/ IPD administrative services which may include a percentage of time spent performing duties such as developing meeting agendas and taking meeting minutes, revising schedules and calendar, planning organizational events and meetings. The IPD has a critical need for an Administrative Operations Specialist at the newly leased 330 Yale Site. As this is a new site for IPD and a new building lease for the UW SOM, there will be challenges in establishing the team at this site. This position will require close coordination with the leased building facilities and management teams, IPD lab management team, IPD Leadership, Department of Biochemistry and SOM leadership, and SOM facilities team. This key position ensures the smooth functioning of the Institute’s day-to-day activities and support for long-term strategic endeavors (the cultivation of various professional colleagues, visitors, donors, higher university administration, commercial partners, government leaders, press interactions, etc.). This position will work independently at 330 Yale with minimal oversight, with delegated authority to perform professional level administration and management of programmatic and administrative functions. This position will be expected to make decisions or recommendations regarding key aspects of administrative or programmatic functions based on thorough research and analysis, in accordance with the University policies and IPD / program needs and priorities. Professional level discernment, critical thinking, sound judgement and high level of responsibility and sense of ownership are critical for this position. Position Dimensions and Impact to the University: The UW Institute for Protein Design (IPD) is a major nationally and internationally acclaimed Research Institute, headed by the 2024 Nobel Prize Laureate in Chemistry, Professor David Baker. The impact of IPD both to the University and the region, as well as the global healthcare and science, is hard to overstate (https://www.washington.edu/boundless/ai-powered-medicine/) The Administrative Specialist serves as a key member of the Institute for Protein Design (IPD) administrative staff, acting as the direct primary interface between both internal and external stakeholders and IPD leadership. This work is performed with a high level of autonomy and independence. The Administrative Specialist will be responsible for a wide range of complex, diversified, and confidential administrative and operational duties with direct impact on successful functioning of IPD research and programmatic operations. As such, this position will have a direct impact on the success of the IPD mission, and by extension, contribute to the overall UW Medicine and University success. **DUTIES AND RESPONSIBILITIES** 50% Lead the administration of the programmatic goals of 330 Yale. + The major focus of this position will fall under special project and operational management involving establishment and administrative and programmatic coordination and ongoing management of operations at the new second location, 330 Yale, of the Institute for Protein Design. This position will lead the implementation of the programmatic goals of 330 Yale, which includes IPD’s Translational Program, faculty support, and leading programs related to our Core Research groups and events. The IPD will have over 75 faculty and research staff reporting to this location and a dedicated Administrative Operations Specialist is necessary for the success of this site. + Responsible for liaising with leased building facilities, security, and management teams, IPD lab management team, IPD Leadership, SOM leadership, and SOM facilities team to solve and coordinate important logistical, space and infrastructure issues. + Space and resource allocation, with associated expense and documentation management. Responsible for maintaining building access management and facilitates guest access, as well as management of effective work space allocation within the unit. + Ensure smooth administrative operations for the day to day working environment. + Serve as a dependable resource and a key liaison between the 330 Yale Program, main campus IPD administration, Department of Biochemistry and SOM, as well as other internal and external stakeholders. + Serve as the key administrative support and reliable management partner for all aspects of the new unit’s operations for leadership, faculty, trainees and staff, maintaining close cooperation and collaboration with the IPD Administration for smooth, efficient and consistent model of operations across the IPD locations and units. Independently problem solves and addresses issues and situations as they arise. + Ensures UW & SoM policies and procedures are followed in all aspects of the unit operations, partnering with IPD and Department administration to implement the IPD Executive Leadership vision for the Institute. Event Support: + Oversee and coordinate the IPDs seminar speaker series including the guest seminar series, and other IPD events. + Serve as the primary point of contact for the invited speakers and provide assistance with all arrangements, including travel, lodging, and reimbursement arrangements, honorarium payment, visits with departmental faculty host, and advertising to the IPD of the seminar presentation. + Manage all other events and guests in coordination with their UW offices, including UW Advancement, to handle logistics and preparations and dissemination of relevant materials. + Coordinate arrangements and itineraries for postdoctoral fellow candidates, visiting professors, and other guests. + Manage associated budgets and expenses. Office Management: + Independently manage 330 Yale space and desk assignments. + Responsible for ensuring the office space is run efficiently and maintained. + Maintain kitchen cleaning schedule and rules. + This space is not supported by UW Facilities and the IPD is responsible for its maintenance as the building only provides minimal services which does not include regular cleaning. + The Administrative Specialist will create SOPs to maintain cleanliness and order non-lab supplies as needed. + They will ensure office space is safe and meets any code regulations such as fire clearances. Program Management: + Create schedules and timelines for action to carry out the vision of the Leadership. + Develop programs and create policies and procedures that support best practices for the Yale campus. + Responsible for 330 Yale procard, to include unit administrative budget and expense management and reconciliation, in accordance with the Department of Biochemistry and UW Procurement policies and procedures. + Strategic support of research programs: provide programmatic support to the Director of Translation for the IPD and their teams. + Working with the Director, develop strategies to support their program at the new site. + This can include overseeing and implementing policies for research staff & translational program development. + Manage the operations of our translational teams and our core research teams, which would include program support as needed. + Coordinate and create agendas for monthly Cores Leadership meetings; partner with other IPD unit leaders to arrange meetings and brainstorming sessions to meet emergent priorities and deadlines. 30% Support to Faculty, Deputy Director of the IPD, Dr. King and Translational Director, Jenny Cronin. + The Administrative Specialist will provide Executive level support to the IPD leadership as required, to include IPD Deputy Director and Translational Director, Jenny Cronin, while acting as a liaison on behalf of the IPD Executive Director and IPD central admin team as needed. + Given the wide range of activities both the Deputy and Translational Director are involved in, this position requires independent decision making and discretion about how to prioritize work flow according to their needs. + The position manages the Directors’ calendars, correspondences, and other arrangements, thus it requires a variety of skills, flexibility, and ability to learn new processes quickly. + Utilizing analytical skills, the incumbent assesses the functionality of tasks and addresses strategic goals to operationalize them in systematic ways, using professional knowledge. + The Administrative Specialist is also responsible for coordination of the IPDs seminar speakers’ series, and facilitating other departmental events and speakers taking place at Yale. 10% Oversee wide and varied administrative and organizational support for Institute leadership and strategic teams. + Lead new employee onboarding through space assignment, building access, and education on rules and policies for the 330 Yale space. + Serve as a backup for other admin staff and assist with HR onboarding and interviews, including scheduling meetings with incoming staff in accordance with all relevant UWHR policies, bargaining contracts and process, in close coordination with the central IPD HR/ Admin offices. 10% Manage 330 Yale IPD communications. + Work closely with the IPD Communications Director to coordinate information and draft announcements and other content. + Distribute broad communications from IPD Leadership, Biochemistry Leadership, and/or the University and School of Medicine to departmental faculty, staff, and students. + Answer questions of staff and faculty regarding programs, policies, and procedures in the School and Department. Perform related duties as needed. **MINIMUM REQUIREMENTS** Bachelor's Degree in Business Management, Administration or equivalent and 3 years of experience in related field. **ADDITIONAL REQUIREMENTS** + Ability to work on and track multiple tasks in parallel, maintaining progress and quality + Work independently with minimal supervision + Schedule and run relevant meetings integral to program/project progress, building agendas, drafting minutes, and tracking important action items + demonstrate strong organizational and communication skills, acting as the main point of contact between internal and external stakeholders. + Experience providing executive level administrative support + Able to travel between sites + High attention to detail + Event management experience + Deep familiarity with calendaring software solutions, office related software, and communication tools + Excellent writing and verbal skills + Recognized as a resource for others to use in dealing with complex logistic scenarios + In-depth understanding of organizational structure both within and outside the work unit. + Ability to develop innovative processes to achieve goals. + Excellent organizational, time management and decision-making skills. + Able to maintain a high level of confidentiality. + Able to represent the leadership's views in internal committees or other professional meetings as needed. + Experience interacting with diverse partners ranging across students, faculty, staff, elected government officials, private donors, and executive level leaders. **DESIRED QUALIFICATIONS** An ideal Administrative Specialist will be someone who (i) is good at creative problem solving and can take charge of a situation when necessary, (ii) has an extremely high level of attention to detail, (iii) elects to look at the bright side of things and assume the best intentions, (iv) continually learns and develops new skills, (v) figures out how to get things done, (vi) and has knowledge or experience of the UW work environment and its rules and regulations. **Working Environmental Conditions:** + This position is on site four - five days per week at 330 Yale Ave N. in South Lake Union. Occasional travel to the University of Washington main campus may be required. + Occasionally lifts and/or carries objects weighing up to 20 pounds. + Occasionally stoops and bends. **Compensation, Benefits and Position Details** **Pay Range Minimum:** $61,512.00 annual **Pay Range Maximum:** $92,280.00 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 proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 . 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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) . University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.