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We have an outstanding opportunity for a Director of Operations to be responsible for managing operations for the University of Washington's Global Innovation Exchange (GIX), a presidential initiative located off-campus in Bellevue. Areas of direct responsibility include facilities planning and management, human resources management, budgeting and financial planning, fiscal administration, IT planning and management, and the development and implementation of effective administrative structures and processes. This position reports to GIX's Executive Director and CEO.
The Director of Operations has a comprehensive range of responsibilities, including operations management, financial management, budget development, direct or indirect supervision of staff, payroll, purchasing, facilities management and support, and other administrative functions, such as ongoing process improvement. This position must demonstrate business acumen, administrative judgment, and innovative ability. This position acts in close collaboration with GIX’s Executive Director and CEO, providing support for all GIX programs, including financial guidance, background information, and management advice. In addition, this position is a key partner to the Executive Director and CEO in interactions with other administrative units at the University. The Director of Operations has the responsibility to foster effective and positive communication regarding operational issues at GIX.
The Director of Operations oversees the operating budget of GIX, which is submitted annually for review by the University’s Office of Planning and Budgeting. This budget supports the entire GIX enterprise, including academic and program offerings, building operations and maintenance, and administration. Working in concert with GIX's Executive Director and CEO, this position is expected to provide smoothly running operations at GIX, enabling its success as a presidential initiative at the University of Washington.
Duties & Responsibilities
OPERATIONS & MANAGEMENT
Develop and maintain exceptional operations to support the delivery of the programs in GIX’s primary business units (i.e., graduate education, professional development, and external engagement). - Lead the development of internal policies and processes for operations in accordance with UW policies and procedures. - Supervise individuals on the operations team including the Senior Computing Specialist, Operations Manager, and Prototyping Labs Manager, and other staff, as necessary. - Work with IT staff and GIX leadership to develop a long-term resource plan that: • Meets the needs GIX building users (students, faculty, staff, tenants, and visitors) • Flexibly supports new programs and expanding technologies, programs, and uses. • Addresses relevant security concerns and mitigates risk. - Oversee development and maintenance of operating procedures for the Steve Ballmer Building in Bellevue, in which the University is a subtenant, including: • building access, space management/SIMS, security and safety of building occupants and visitors, ensuring compliance with Environmental Health and Safety regulations, fire and safety codes, COVID-19 regulations, terms of lease agreement, and other applicable policies. • equipment inventory systems and surplus processes • support for external tours, visits, and events • development, review, and update of internal and external communication tools include web site, intranet, SharePoint, Teams, and business continuity plan. • administration of building’s use by third parties (including tenants, space rentals, membership programs), developing relevant policies, procedures, and documentation that define appropriate building use, rental and use fees, and sharing arrangement in ways that are aligned with and support GIX’s mission. - Serve as primary contact with the Executive Office Shared Services (EOSS) and other University offices related to fiscal, facilities, and human resource management. Work with EOSS to ensure: • hiring and onboarding of new employees • training of employees and students on relevant processes • timely hiring, payroll, travel approval, reimbursements in compliance with University policies and procedures - Attend regularly scheduled meetings of the GIX management team, staff meetings, process improvement team meetings, and other related and ongoing University-wide administrative meetings.
Supervise the management of financial resources in close coordination with the Executive Director and CEO. - Establish financial management policies to coordinate and/or provide regular financial reporting to GIX’s Executive Director and CEO and the University’s Office of Planning and Budget (OPB). Provide financial analyses and/or cost projections as requested. Review and approve budget status, income/expense and statistical reports; analyze problem areas and make recommendations or take corrective action. - Oversee creation of annual budgets, in coordination with program directors, representing GIX at meetings with other university schools and units. - Establish and maintain mechanisms for collection and tracking of revenue from GIX’s diverse programs and streams of income. - Serve as primary contact with OPB, Executive Office Shared Services (EOSS), and other University offices related to finances and fiscal transactions. - Organize, direct and coordinate the unit’s financial support operation, including the planning, budgeting, accounting functions and compliance. Coordinate on-going development/improvement to electronic bookkeeping systems. Develop and maintain appropriate internal controls.
In coordination with the Executive Director and CEO, oversee recruiting, hiring, and onboarding of all employees of GIX programs. - Identify staffing needs, develop funding proposals, and work with HR to establish positions needed. Create a hiring plan to support the ongoing needs of the organization. Provide advice and counsel on personnel issues including assessment of staffing needs and reporting structure. - Maintain processes and procedures that facilitate efficient hiring, communications and onboarding to support program continuity, working closely with hiring managers and the appropriate University HR staff, including EOSS. - Coordinate UW academic units to arrange for with the supporting units on HR and budget for academic staff and faculty appointments. - Initiate, review and recommend to the Executive Director and CEO personnel actions including promotions, salary increases, employee performance evaluations and staff training for professional and classified staff. - Ensure that the unit's employment practices comply with the University’s personnel policies and procedures and best practices for hiring and recruiting a diverse workforce. - Maintain personnel files and ensure appropriate confidentiality for all records. - Provide an interface between staff, leadership, and other key stakeholders.
•Bachelor's degree, preferably in business, management, or a related field •Minimum of 6 years operations experience, including facility management, staff supervision, and finance/budget.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Master's degree in business, management, engineering, or related field. •Strong organizational and problem-solving skills. •Demonstrated ability to organize multiple tasks with competing deadlines, projects and daily priorities independently, effectively and efficiently. •Ability to take initiative, set priorities and exercise good judgment in a fast-paced, dynamic, deadline-driven environment. •Excellent oral and written communication skills. Ability to communicate clearly and effectively.
Working Environmental Conditions:
•The GIX is located in Bellevue's Spring District, in a secure building. •This position is designated as one that performs an essential function. This means that the position's incumbent must continue to report during any period of declared suspended operation.
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.
In addition to submitting a CV/resume, we ask that you submit:
1) a cover letter (limited to 7900 characters) that addresses how your professional experience and education align with the needs and objectives of the UW’s Global Innovation Exchange, a presidential-level interdisciplinary initiative that supports graduate and professional education at the intersection of technology, business and design. Please explain, in particular, how your background would fulfill the expectations for serving as GIX’s Director of Operations, a senior-level role responsible for ensuring world-class operations, budget management, and personnel administration.
2) your response to the following additional question:
Please also describe your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. What efforts you have made or been involved with to foster diversity competence and understanding?
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 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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