Program Manager of the WWU Viking Biomedical Research Initiative

Position Title

Program Manager of the WWU Viking Biomedical Research Initiative

About the University

Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 100,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is one of the highest-ranking public, master's-granting university in the Pacific Northwest, according to the  U.S. News & World Report rankings.

About the Department

The Viking Biomedical Research Initiative (VBR) supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

VBR is an interdisciplinary initiative across the College of Humanities and Social Sciences (CHSS) and the College of Science and Engineering (CSE) at Western Washington University (WWU). VBR’s mission is to strengthen the WWU research infrastructure and expand faculty and student engagement in biomedical research. VBR brings together faculty members and students from the Departments of Anthropology, Biology, Chemistry, Communication Studies, Communication Sciences & Disorders, Computer Science, Engineering & Design, Health & Human Development, Linguistics, Psychology, and Sociology to participate in a variety of interdisciplinary activities. VBR supports student and faculty research related to biomedical research through grant writing workshops, course-based undergraduate research experiences (CUREs), and a pilot project grant program to develop projects for external funding and peer-reviewed publications. VBR also manages grant submissions and budgeting, coordinates year-round activities and professional development programs, and oversees the procurement of instrumentation and resources for biomedical research.

About the Position

This position manages the administrative functions of the Viking Biomedical Research Initiative. Duties include (but are not limited to): budgeting and financial management; developing and overseeing year-long VBR activities and communications; managing the VBR office and daily operations; and, advising and interfacing with faculty, staff, students, and outside participants in VBR activities. This position works under general direction and reports to the Director of VBR and works closely with Research and Sponsored Program personnel. This position provides continuity in program management and direction by advising the Director on a variety of topics related to interpreting and implementing VBR, College, and University-level policies and procedures in coordination with the Vice Provost for Research’s Office, the Academic Budget and Administration Office and other College and University departments.

This position is classified as an Administrative Services Manager A and is a 0.8 FTE, 32 hours per week, 12-month position (not cyclic). It is fully in-person project-employment position ending no later than [projected grant end date] with the possibility of a five-year NIH funding renewal.

Summary of Position Responsibilities

Budgeting, Contracts, and Funds Management (20%):

• Initiate, manage, and monitor the financial activity for VBR including all purchasing and reconciliation, records maintenance, adjustments, and cost estimates
• Advise on budgets and approve transactions as VBR budget authority
• Prepare travel forms/requests, personnel action forms, reimbursement and adjustment documents, and review for accuracy and compliance with policies and procedures.

Management and Planning (65 %):

• Participate in the design and implementation of VBR policies and procedures; provide information and advise students, staff and faculty regarding policies, procedures and activities of VBR, Academic Affairs, WWU and the State of Washington. 
• Coordinate, communicate, and troubleshoot VBR events and  meetings, including all aspects of logistics and implementation
• Coordinate, prepare and process documents and communications for the VBR's External Mentor meetings and any VBR committees; give input to the agenda for VBR meetings; participate in in-person and virtual meetings and record minutes.
• Compile VBR program outcomes data for annual program assessment and reporting
• Ensure all routine office operations are carried out (ordering supplies, distributing and processing mail, managing communications, maintaining records and files, etc.)
• Develop content, maintain and update VBR program website using Drupal and HTML
• Serve as point of contact for Muser (Matching Undergraduate Students to Science and Engineering Research) software implementation.
• Recruit, employ, train and supervise part time student employees to assist in routine clerical work.

Personnel Management (15%):

• Prepare, process, review, and track employment documents connected to multiple funding sources for faculty and student and non-student positions each year.
• Approve VBR’s payroll for students and exempt staff. Work closely with HR to manage VBR’s hiring practices to ensure they comply with current policies and practices.
• Recruit, interview, select and dismiss student employees, determine job title and pay level, approve leave requests, provide training, assign and schedule work, and respond to problems or conflicts.
• Assist Director and grant PIs in the administration of proper personnel practices and procedures.
• Act as search coordinator, plan recruitment, advertising, and hiring process for new employees in compliance with WWU policy.

The State HR classification for this position is Administrative Services Manager A.  This is a part-time (.80 FTE) project employment position ending no later than September 2028.

Required Qualifications

• A Bachelor's degree in a related field AND two years of professional experience in the field; or four years of responsible supervisory and/or administrative experience in a related field. Equivalent education/experience will substitute for all minimum qualifications
• Experience with operational budget management and projections, and financial reconciliation
• Proficiency with MS Office Suite
• Experience using Drupal, Wordpress, or other website management tools
• Commitment to supporting the VBR’s efforts to create an inclusive, supporting and welcoming environment for students, staff, and faculty.
• Commitment to fostering and maintaining a student-centered, outward-facing office environment.
• Willingness and demonstrated ability to establish and maintain a friendly, cooperative and professional work environment with a wide variety of staff, faculty, students and external participants.

Preferred Qualifications

• Demonstrated proficiency with budget management software (ex. Banner, Millennium or similar)
• Experience working with a university department or program to support its mission and goals
• Experience working with and advising others about Washington State and WWU policies and procedures as they pertain to purchasing, travel, contract administration, and human resources
• Experience working in higher education administration including student advising and program administrative management

Conditions of Employment

All employees must comply with our Immunization policies, including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to

HR@wwu.edu

Salary 

$3,817 - $5,132/month depending on qualifications and experience 

Benefits Information

Benefits Overview for Classified Positions

Bargaining Unit

This position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.

Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted for finalists.

Closing Date Notes

Western Washington University (WWU) is an equal opportunity employer. In compliance with applicable laws, WWU does not discriminate on the basis of race, ethnicity, color, national origin, age, citizenship or immigration status, pregnancy, use of protective leave, genetic status, sex, sexual orientation, gender identity, gender expression, marital status, creed, religion, veteran or military status, disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability, or any other characteristic protected by federal, state, or local law, in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policies on Prohibiting Discrimination Based on A Protected ClassandProhibiting Discrimination Based on Sex. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225;360.650.3307(voice) or 711 (Washington Relay);

crtc@wwu.edu

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services,360.650.3751or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of Student Life at

student.life@wwu.edu

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes asexual misconduct background check