DIRECTOR OF OPERATIONS

Req #: 230256

Department: UW TACOMA

Posting Date: 01/24/2024

Closing Info

Open Until Filled

Salary: $7,386 - $8,824 per month

Shift: First Shift

Notes

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (~~~ )

The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here. (~~~)

The Director of Operations at the School of Engineering and Technology (SET) fulfills a critical staff role in providing professional administrative, operational, and executive management services to the Dean and unit. As such, the Director has a comprehensive range of administrative and operational responsibilities, including but not limited to: strategic and financial planning; department and research budget development and management; supervision of staff; personnel functions; compliance and risk management; information technology management; oversight for payroll, purchasing, project support, and other administrative functions.

A primary role of the Director is to develop a highly capable administrative team to

• carry out the administrative operations of the academic unit, as well as the mission of the University.

• advise the Dean and other unit and UWT leadership on strategic and tactical direction.

• build credible relationships with faculty, staff and students that will facilitate an effective organization, and

• support members of the Leadership team.Critical knowledge and skills for this position are: Leadership, Financial Management, Administration and Operations, Human Resource Management, Compliance and Risk Management, Management of Personnel. The Director of Operations reports directly to the Dean and will work with the Dean to build credible collaborative relationships with leadership across multiple University of Washington Tacoma (UWT) units, the greater University of Washington (UW) community, and the South Sound region. DUTIES AND RESPONSIBILITIES Leadership/Strategic Planning and Initiatives (10%)

• Provides support to the Dean and faculty leadership strategic planning and implementation for SET, and is responsible for assessment oversight in support of periodic program reviews and accreditation. This position represents the Dean meetings as assigned and represents SET on various campus committees.Financial Management (40%)Manages SET financial resources, and will apply sound ethical and fiduciary practices to ensure compliance and track financial performance. This position will also provide fiscal year budget projections supporting unit operations, grant applications, and faculty contract negotiations.Key financial management duties and responsibilities include, but are not limited to:

• Understanding and appropriately utilizing SET's multiple sources of income, including tuition, state-derived budgets, federal grants, gift and endowed accounts, scholarship funds, industry, foundation, and other sponsored contracts and agreements.

• Interpreting policies and regulations concerning the unit's financial activities; ensuring compliance with the University's policies and procedures as well as guidelines from the Federal government, State, and other project sponsors.

• Development and implementation of internal financial systems, budget tools, and controls to ensure the integrity of all financial transactions, safeguard assets and resources and satisfy auditing requirements.

• Projecting SET unit revenue and expenses and developing budget models to guide the Dean, SET, and UWT leadership, as required.

• Planning, organizing, and directing the unit's financial support staff and operation, including the planning, budgeting, and accounting functions, including assigning, directing, and reviewing staff who maintain various unit budgets/accountsAdministration and Operations (20%)Administrates unit operations to ensure day-to-day and cyclic requirements; plans, resources, monitors program activities; oversees facilities/space planning and related activities; prepares reports; terminates or continues programs; plans or coordinates marketing documents or activities.Key operations management duties and responsibilities include, but are not limited to:

• Coordinating various general administrative activities necessary to the unit's day-to-day operations, with particular emphasis on understanding individual faculty members' administrative needs and unit programmatic operations in designing cost-effective, efficient solutions.

• Understanding and integrating the cyclic operational responsibilities of UW Tacoma into unit planning, policies, and procedures.Key facilities management duties and responsibilities include, but are not limited to:

• Reviewing and liaising with Finance and Administration concerning space assignment to staff and faculty, coordinating physical moves, or relocating offices and personnel.

• Developing written material for long-range space planning, including major renovation projects; collaborating with the Dean and working with Finance and Administration when appropriate to develop business plans and proposals to support requests for additional space.

• Oversees the use of facilities to ensure effective, efficient, and safe operations and preservation of resources.Working in partnership with internal staff and in consultation with the SET Dean and appropriate UWT and program entities:

• Coordinating management and maintenance of the SET website and links, including all aspects of unit functions: outreach activities, research enterprises, faculty bio-sketches and publications, educational and training programs, and graduate/alumni updates.Human Resource Management (15%)Applies effective, current human resource practices to develop a competent administrative team culture of excellence. Within UWT guidelines, functions as the senior administration official for SET staff. Oversees the human resources processes and procedures for Operations staff, following University of Washington policy and procedures.Key human resource (HR) management duties and responsibilities include, but are not limited to:

• Interpreting federal, State, UW, and other local laws and agreements into unit policies and procedures.

• Articulating appropriate workplace behavior and fostering compliance, identifying concerns or problems, and utilizing appropriate resources to assist in resolution.

• Review and management of pay policies against published trends/benchmarks and UWT policies/directives.

• Determining and implementing unit staffing requirements and filling these positions based on appropriate classifications; reclassifying staff positions as appropriate.

• Giving/receiving feedback to improve staff and organizational performance.Compliance and Risk Management (5%)Promotes compliance and manages risk per UW policies and other oversight bodies to ensure operations and resources align with mission and requirements.Key compliance and risk management duties and responsibilities include, but are not limited to:

• Interpreting and integrating Federal, State, and industry laws or policies on corporate compliance to mitigate risk to the unit and individual faculty or staff.

• Implementing current security protocols related to IT equipment, email communication, phone or other communication, and proper handling, disposal, or destruction of information and documents; ensuring all faculty and staff complete required training modules.

• Ensuring that all spaces, rooms, laboratories have appropriate security measures in place to safeguard information, physical resources, and staff.Management of Key School Personnel: Information Technology, lab, grants (10%)Manages or oversees the unit's information technology requirements, including academic, business, educational, and research information needs, incorporating and utilizing the existing Information Technology architecture. Works collaboratively with Program Chairs to manage or oversee the unit's lab staff. Supports the SET Dean and Research Centers and works collaboratively with the Office of Research to manage the unit's grant/contracts staff.Working in partnership with internal staff and UWT Information Technology to:

• Ensure that a viable and secure Information Technology architecture is in place and educate faculty and staff on the importance of and compliance with a configuration management plan and policy.

• Assess the unit's short-term/long-term Information Technology (IT) needs and IT needs of specific faculty, labs, or centers.Working in partnership with internal staff and Program Chairs to:

• Ensure that lab equipment is maintained appropriately. Ensure that equipment is replaced in a timely manner.

• Ensure that Course/lab fees are adequate. Ensure that course/lab fee proposals are written and submitted in a timely mannerWork with internal staff and Office of Research to:

• Supports the SET Dean and Research Centers and works collaboratively with the Office of Research to manage the unit's research resources, including grant and contract processes, capital equipment, physical plant, and compliance issues where appropriate.Key research management duties and responsibilities include, but are not limited to:

• Interfacing with UWT research administration in interactions with the UW Offices of Sponsored Programs and Grant and Contract Accounting, as appropriate.

• With UWT research administration, oversee SET fiscal aspects of projects or programs, budgets or extensions of existing budgets and files; accounting for sponsored funds and budgets, as required; oversight of procuring budgeted equipment and supplies, assisting in the preparation of periodic reports, and responding to fiscal queries from faculty, UWT research administration, sponsor managers/teams. MINIMUM REQUIREMENTS

• This position requires a minimum of a Bachelor's degree in Accounting, Business Administration, Public Administration, or related fields. At least five years of progressively responsible management experience is required, preferably gained in a complex business or academic environment, to include the following:

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Daily administration of an academic or business unit, including routine business operations and activities. The position requires the ability to work independently to direct staff, manage budgets and fiscal matters, and to support the Dean and faculty in providing program initiatives, business policies and tactics, and short- and long-range strategic planning.

• Demonstrated experience in change management and process improvement, to include organizational development for a major structural shift.

• The Director must have a comprehensive range of required core competencies, to include professionalism, leadership, communication skills, organizational and analytical skills, process improvement skills, and technical and professional knowledge.

• Demonstrated experience in the following critical knowledge and skills areas: Financial Management, Operations Management, Human Resource Management, Compliance and Risk Management, Personnel Management, and Facilities Management.

• Strategic and problem-solving experience with superior planning, organizational and strong financial management skills are critical.

• Proven ability to define issues, strategically plan options and define solutions; implement changes within targeted time frames.

• Financial and analytical experience in budget development, financial contracts, etc.

• Familiarity with grant and contract writing, submissions and fiscal oversight of research projects.

• Familiarity with information systems, regulatory compliance issues and business operations.

• Exceptional interpersonal and communication skills; demonstrated open, honest and objective manner, with the ability to relate effectively with constituents and shareholders.

• Demonstrated ability to maintain harmonious working relationships across multiple constituencies and effectively address complex and sensitive administrative issues.

• Demonstrated skills in team development, personnel management, and policy implementation.

• Demonstrated experience working with large, highly structured personnel systems. DESIRED QUALIFICATIONS

• Experience with University of Washington business systems and procedures (budget, human resources, payroll, purchasing).

• Experience in performing sophisticated financial analyses, using personal computer software.

• Functional understanding of grant and contract administration.

• Master's degree in Accounting, Business or Public Administration, Organizational Development or other related fields.

• 5+ years of direct management experience in higher education administration and finance operations. 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 your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.

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.