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POSITION OVERVIEW
The Center for Environmental Forensic Science (CEFS) is seeking a Manager of Program Operations (MPO). The MPO will coordinate the work of multiple faculty and staff collaborating with state, federal and international law enforcement agencies, NGOs and members of the private sector to combat transnational environmental crimes across the U.S. and international borders. This is an exciting opportunity to be an integral part of a dynamic and innovative team in environmental forensic science, and to have an impact in shaping the strategic management of the program.

The MPO will work under the direction of the CEFS Co-Executive Directors to design and implement business strategies. The MPO will manage the day-to-day administrative, business, and financial operations of CEFS, including planning and managing CEFS’ budgets, coordinating center activities, and managing procurement and purchasing authorizations. A strong understanding of business management will help the MPO collaborate effectively with partners and staff.

CEFS includes faculty from across multiple colleges within the UW. All faculty have independent self-managed labs that also collaborate with CEFS.  The Manager of Program Operations will be responsible for overseeing the business operations of CEFS collaborative programs, as well as the management of the genetic and chemistry labs, the detection dog program, and multiple forensic projects aimed at combating wildlife crime run by CEFS Co-Executive Director in the Department of Biology. The MPO will work with the Directors to ensure program level activities are accomplished within budget and within the time frame of projects. The MPO is also responsible for coordination and communication efforts between the team of researchers, project sponsors, and the Department of Biology administration. The MPO will develop detailed knowledge of the various projects and on occasion may represent the projects in public forums and external meetings.

CEFS was launched in October of 2021 and is replacing and expanding upon the Center for Conservation Biology. The CEFS website is being developed, however information about CEFS and its activities can be found at http://conservationbiology.uw.edu/.

RESPONSIBILITIES
General Program Operations: 40%

• Work with program leadership to establish a long-term and short-term financial and business operations management plan.
• If requested by Director, contribute ideas/collaborate in the development of systems to manage research group activities across many projects.
• Develop, manage, track, and adapt metrics to quantify success.
• Design and implement standard operating procedures for CEFS operations and personnel
• Help manage CEFS historical data archives and maintain records management protocols for CEFS.
• Maintain regular and clear communications with CEFS staff, track completion of action items and deliverables, and coordinate the flow of information between program team members to ensure efficient program operations.
• Routinely share financial, contractual, and compliance obligations and/or internal operational processes to ensure research teams and leadership understand CEFS funding obligations.
• Collaborate with the Directors to schedule CEFS-wide meetings, including, at times, developing agendas, facilitating meetings, and tracking action items.
• Provide administrative and operations management and support for CEFS activities to facilitate smooth and efficient program implementation.
• Prepare financial and administrative compliance-related components of annual progress reports and award milestone reports to University, Department, and funders.
• Create and maintain a program deliverable schedule of contractual due dates. Send routine reminders of deliverable deadlines to the project team at least one month before due date.

  Fiscal Management: Budgets, Grants, and Contracts: 30%

• Oversee all financial management and budgeting activity for CEFS in a planned, consistent, and coordinated manner across projects, programs, and general operations.  Ensure implementation of financial controls and processes to ensure compliance with UW and sponsor requirements and to maintain balanced CEFS program and project budgets, including grant, gift, and recharge budgets.
• Develop detailed annual budgets for the CEFS as well as individual projects and awards. Requires some communication with funding agencies and project leadership, as well as fiscal tracking. Work collaboratively with the Directors to seek solutions for complex compliance challenges.
• Serve as the primary point-of-contact with Grant and Contract Accounting and the Office of Sponsored Programs on routine, day-to-day issues with proposals and budgets. Communicate in a timely way when input from the Directors is required or as needed to resolve issues.
• Maintain budget spreadsheets to track and monitor budgets and expenditures; ensure compliance with funding source, Federal, State, and University regulations and policies; ensure UW encumbrances are correct and take any corrective action for misplaced charges; review and approve monthly budget activity reports.
• Annually close out budgets and request carry-forward approval. Monitor UW final action dates and ensure encumbrances are removed.
• Work closely with program and department leadership and UW offices to troubleshoot problems and issue clear guidance for resolution.
• Communicate details of financials status with project leadership monthly or on request.
• Provide guidance financial decision-making for staffing, equipment, and overall operations to leadership. In collaboration with Directors, ensure resource availability before expenses are charged to gift budgets.
• Meet at least monthly with the Biology administrator to review CEFS status towards meeting financial goals as well as to report on overall CEFS operations.
• Establish benchmarks for invoicing and payments, tracking payments, and negotiating contractual changes
• Develop processes for proposal development and proposal budgeting. Review and provide written comment on draft and final budgets prior to submittal to external funding sources to ensure conformity with UW and CEFS policies and internal financial controls.
• Write and/or review, and provide written comment on budget justifications (if required for proposal submission) prior to delivery to sponsors
• Ensure compliance with all UW internal policies regarding proposal and budget development and timely engagement with departmental partners (OSP, GCA, Office of Planning and Budget, Advancement, etc.)
• Maintain all permits for CEFS program, including the Institutional Animal Care and Use Committee, Convention on International Trade in Endangered Species (CITES) import permits, and U.S. Fish and Wildlife Service (USFWS) take permits.

  Personnel Management: 30%

• In consultation with the CEFS Directors and Biology’s Human Resources Manager, manage recruitment, hiring, and onboarding processes for staff, student assistants, and volunteers. Ensure that all hiring decisions are fully funded by existing CEFS funding, or designate term-limited, temporary assignments in accordance with available budget.
• Lead administrative processes to hire, counsel, layoff, and terminate CEFS staff including research and support staff or volunteers. Assist in the development of employee performance plans, as needed.
• Serve as the designated CEFS human resources point of contact, resource liaison, and support for CEFS employees.
• In collaboration with Directors, create written job descriptions for new hires and revise existing JDs when necessary.
• In collaboration with the Directors, develop annual performance review processes. Provide guidelines for conducting effective feedback processes. Communicate timelines and send reminders to supervisors and staff to ensure completion of reviews.
• Contribute to job performance evaluations about overall (non-project) CEFS performance.
• Ensure staff have the appropriate training and tools necessary to carry out CEFS operational responsibilities.
• Schedule routine meetings with Directors and supervisory staff to evaluate employee level of effort and propose necessary adjustments to resource availability for CEFS activities. Collaboratively discuss concerns among CEFS leadership if there are perceived mismatches between assigned tasks, scope, and available budget
• Supervise administrative staff in all aspects of the performance of their duties.
• Develop operations protocols and ensure support staff follow University, Department, and College policies.

  MINIMUM REQUIREMENTS

• Bachelor’s degree in Business, Economics, Finance, or related field, and at least 5 years of work experience in business administration.

  (Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration)

  ADDITIONAL REQUIREMENTS

• Ability to work independently to direct staff, manage budgets and financial matters, and support the Directors in program initiatives.
• Strong and effective project management and leadership skills.
• Strategic budgeting skills to manage risk across multiple projects and funding sources.
• Strong organizational skills, attention to detail, and time management.
• High degree of professionalism and diplomacy; excellent interpersonal skills and ability to work with a wide-ranging constituency (e.g., community partners, faculty, staff, students, and institutional officers).
• Ability to remain professional and organized under potentially stressful situations.
• Advanced word processing skills with an emphasis on Microsoft Office products to include MS Word, Excel, and PowerPoint as well as G Suite.

  This position may have meetings outside traditional hours to accommodate international collaborators.

  DESIRED

• A familiarity with conservation and forensic research.
• Experience with UW administrative and purchasing systems and personnel procedures (PurchasePath, MyFinancialDesktop, eProcurement).
• Research Administration experience.

  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.