Training Program Manager (Temporary)

University Of Washington Seattle , WA 98113

Posted 2 weeks ago

This is a TEMPORARY, FULL-TIME, PROJECT position. It begins Upon Hire and is expected to run through December of 2019.

The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Global Health (DGH) was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs and policies. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. At the Department of Global Health at the University of Washington, diversity is integral to excellence. The Department recognizes that disparities in health around the globe stem from inequity. The Department encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. The Department strives to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.

The Department of Global Health has an outstanding opportunity for a Full-Time, Temporary Training Program Manager. The Training Program Manager provides fiscal and programmatic administration to IARTP, P-HERT, HEPI, and Afya Bora leadership, trainees, and staff affiliated with the training programs at the university. This individual will manage the daily operations of up to 6 training and research grants and supervises others, including a 1.0 Program Coordinator and up to two student workers. This person will routinely interact with academic clinicians engaged in research in resource-limited settings, with trainees (40+ per year) working in Seattle and overseas, the Director, and supporting staff. This position requires excellent organizational skills, effective prioritization and time management, a high degree of sensitivity to diverse cultures, strong skills in written and verbal communication, and acute financial management.

This position will work directly with Carey Farquhar, MD, MPH, the director of the several training programs within DGH: International AIDS Research and Training Program (IARTP), Partnership for Health Research Training in Kenya (P-HERT), Health Professional Education Partnership Initiative in Kenya (HEPI), and Afya Bora Consortium (ABC). National Institutes of Health (NIH) and Health Resources & Services Administration (HRSA) are the funding sponsors for the programs. Each has a long history of training clinician-researchers to build scientific capacity in low-middle income countries (LMIC). Together, they have trained over 200 individuals in the last 5 years.

The position is primarily located at the Ninth and Jefferson Building (NJB) on the Harborview campus.

Financial and Grants Management: 20%

  • Oversee pre- and post-award administration for NIH/FIC and HRSA awards, exceeding $1.5 million annually.

  • Compile and facilitate the completion of grant applications and then marshal grant through UW


  • Draft and submit annual progress reports to sponsors.

  • Request budget advance numbers through OSP and GCA.

  • Manage subawards with foreign advances, reconcile and approve payments in ARIBA.

  • Track and approve expenditures on respective budgets in Purchase Path and ARIBA, whilst

maintaining compliance.

  • Track expenses on internal tracking sheet to record projections and expenditures.

  • Review and approve Procard and CTA expenditures.

  • Facilitate payments through UW-Kenya for workshops, collaborative meetings, and other as needed.

  • Review and approve all budget activity reports (BAR), and review GCCRs quarterly with Director.

  • Manage process for foreign national payments (Certificate of Foreign National Status; Form 1007, etc.).

  • Attend monthly MRAM, RAPN, and other meetings to stay up-to-date on University grants and

contract policies.

Program Management: 70%

  • Design and implement standard operating procedures (SOP) for training activities and operations.

  • Triage emerging challenges through creative problem solving and administrative oversight.

  • Oversee Program's rhythm of business through developing annual schedule of reoccurring activities and SOP.

  • Track all project progress, including maintaining systems for tracking project documents and timelines to ensure timely output and deliverables to stakeholders.

  • Maintain routine communication and coordinate flow of information between Director, Fellows, UW team members in different Departments, Schools, and programs and between UW, sponsor, and external stakeholders to support effective communication and efficiency.

  • Confirm funding for fellowship appointments with other research grants and draft award letters.

  • Manage training applications processes.

  • Ensure IRB approvals are in place for trainee projects and reported to funding sponsor.

  • Ensure that all publications from funded projects are compliant with PubMed and have PCMID numbers.

  • Provide updates on trainees in NIH CareerTrac.

  • Determine correct visa types for visiting trainees, students, and faculty. Facilitate visa request flow between visitor and UW visa offices. Ensure that trainees hold the correct insurance that complies with visa requirements.

  • Work with DGH Administrative Core to update payroll and FTE allocations, as needed.

  • Coordinate with Department HR to process stipend payments and payroll appointments for trainees.

  • Liaise with Departmental HR and IARTP faculty to recruit and hire staff for temporary and permanent appointments.

  • Disperse budgets to pay trainee tuition; apply for tuition waivers as needed.

  • Meet with Director and Program Coordinator weekly to discuss program, address issues, and confer over any other matters.

  • Participate in monthly DGH Program Manager's meetings to connect and knowledge share with peers performing similar job functions.

Personnel Management: 10%

  • Supervise 1.00 FTE Program Coordinator and up to two 0.40 FTE student workers.

  • Meet with Program Coordinator weekly.

  • Direct the work of others and conduct annual performance evaluations.

  • Provide mentorship and general advising to staff.

  • Recruit and hire for unfilled positions, as needed.

  • If necessary work with HR team to take disciplinary action for poor work performance.

Required Skills, Knowledge, Abilities, Experience

  • Bachelor's Degree or equivalent combination of education and experience demonstrating excellent communication skills, strong organizational skills, personal initiative and ability to work independently as well as part of a team.

  • 2-3 years of experience in program management or related field

  • Able to work in a fast-paced environment with demonstrated ability to juggle multiple and competing demands, establish priorities, and meet deadlines.

  • Effective program and pre- and post-award grants management skills.

  • Ability to work effectively with people who have different communication and work styles.

  • Excellent organizational skills, attention to detail and willingness to share information.

  • High degree of professionalism and diplomacy; excellent interpersonal skills and ability to work with a wide-ranging constituency (e.g., faculty, staff, students, and institutional officers).

  • Ability to remain personable, professional, and organized under potentially stressful situations.

  • Expertise in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

  • Ability to operate in situations of uncertainty, and trouble-shoot challenges semi-independently while demonstrating appropriate judgment and seeing projects through to completion.

Desired: Desired Skills, Knowledge, Abilities, Experience

  • Master's degree in public health, public administration, or equivalent.

  • Experience in global health programs or research projects and a broad understanding of global health sectors.

  • Experience in program management.

  • Experience working with UW administrative, purchasing systems, and personnel procedures (WorkDay, MyFD, SAGE, SDB, Ariba, Purchase Path, Grant Tracker).

  • Experience with IRB applications and training grants.

Working conditions:

  • Meetings with in-country partners occur weekly and are outside of typical business hours.

  • Deadline-driven environment, occasionally requiring extended hours.

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 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.

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