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Company name
University of Washington

Seattle, WA

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University of Washington

Location Seattle, Washington, United States

Salary Not specified

Job type Employee

Category Accounting / Financial Services,Administrative / Office,Arts / Entertainment / Media,Health Care,Management / Executive

Job status N/A

Posted on Feb 12, 2018

Job code ******


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ADMINISTRATIVE SPECIALIST Req #: ****** Department: OFFICE OF RESEARCH Job Location: Seattle Campus Posting Date: 02/08/2018 Closing Info: To ensure consideration, Apply By 02/22/2018 Salary: Salary is commensurate with experience and education. Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.

The Office of Research has an outstanding full time opportunity for an Administrative Specialist.


The Administrative Specialist is responsible for data collection, metrics and reports, including regular and special reports for the Vice Provost for Research, such as the Office of Research Annual Report, financial data, fact sheets and resource materials; management and/or support of special projects and programs, including the Collaborative for Research Education (CORE), and the Provosts Bridge Funding Program.

Data, Metrics, Reports and Dashboards

The Administrative Specialist will support reporting and data functions for the Office of Research, obtain and analyze data, develop metrics and dashboards, write reports and other communications, produce appropriate graphics and manage web content. This includes:

- Under the general direction of the Director for Finance and Reporting, independently obtaining research enterprise data from a variety of sources

- Under the direction of the Director for Strategic Initiatives and Communications, compiling and managing data, for use in Office of Research materials and publications

- Developing metrics and dashboards for data specific to the Office of Research (e.g., finance and HR), the UW research enterprise, and for strategic initiatives

- Providing analysis and summary reporting for ad hoc projects (e.g., federal regulatory changes that impact the research enterprise).

- Developing monthly research enterprise reports for the Vice Provost for Research.

- Assisting with the development of an online Research Dashboard that can be made available to ORC leadership or other groups.

- Updating research data on the Research website on the Stats and Rankings webpage, and across the Research website

Graphics, Publications and Web Content Management

Using the data he/she has collected, the Administrative Specialist will independently design and create appropriate visuals, such as charts and graphs for the Office of Research Annual Report, tables and other graphic representation of financial data for use by the Vice Provost, fact sheets, and resource materials. This includes:

- Developing, designing and producing graphics and periodic publications including the Office of Research Annual Report, fact sheets, informational one-pagers, materials for presentations, and ad hoc requests.

- Developing and/or updating course content, diagrams, communication materials, and branding and text updates on presentations.

- Producing regular and special financial reports for the Vice Provost for Research and the Director of Finance and Reporting.

- Under the general direction of the Director of Strategic Initiatives and Communications, updating content in the WordPress environment, including content updates and technical support for the Research website, including the Research Centers and Institutes webpage, d Services and Research Facilities (in production), Awards and Honors webpage, Stats and Rankings, and the creation of new webpages.

Program Support and Project Management

The Administrative Specialist will provide management and production support for a variety of projects, such as working with the data exploratory team on the production of the Office of Research Annual Report. This includes:

- Under the direction of the program lead, providing primary support for the Collaborate for Research Education (CORE). This includes:

--Providing general program support, including quarterly course scheduling logistical support, attending meetings and taking meeting, and support to CORE lead and trainers

--Developing and/or updating course content (branding and content), diagrams, communications materials, and branding and text updates on presentations

--Supporting the Certificate in Research Administration program, tracking student course completion, and creating and preparing program reports

- Supporting the OnDemand Learning program:

--Creating and updating resources, including online learning and tutorials, developing and updating course and resource materials, job aids and other materials, and general program administrative functions

- Participating on a working group to develop an online Annual Report webpage, publishing dynamic charts/graphs and data through data visualizer (Tableau/Power BI).

- Participating on a working group to develop and curate OnDemand resources, including online tutorials, resource materials, job aids, and other materials.

- Managing all administrative aspects of the Provosts Bridge Funding Program.

--Monitoring and tracking applications and distribution of funding

--Tracking and maintaining financial status and reporting.

--Producing detailed quarterly reports, including charts and graphs on program status and return on investment.

- Supporting the Certificate in Research Administration program. Providing data and metrics

- Providing primary support to the Collaborative for Research Education (CORE). This includes:

--Assisting with course scheduling.

--Taking and routing meeting notes, and providing instructor and student support.

--Providing technical support and producing standard reports and metrics.

- Supporting the Certificate in Research Administration program. Providing data and metrics, creating visuals (including charts and graphs), tracking student course completion, and creating and preparing program reports.

- Assisting in the development of On-Demand learning resources, including online trainings in Storyline, or other software.

- Developing and/or updating course content, diagrams, communication materials, and branding and text updates on presentations.

- Under the direction of the Director of Communication and Strategic Initiatives, provide program and process support and tracking for process activities for the Vice Provost for Research.


Bachelors degree in communications, graphic design, computer design or similar.

Minimum five years in project management and/or analysis and graphic display of financial and other data. Production of reports and publications. Technical support and content management of websites.

Software required: Word, PowerPoint, Visio, Adobe Acrobat, Point and Outlook. WordPress, Drupal or other web editor program.

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


SQL, Tableau, Power BI, InDesign, Photoshop, Illustrator, and production of Gravity or SmartForms, Google Analytics, Storyline.


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, Criminal Conviction History, 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.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at ************ / ************ (tty) or **********. Apply for this job


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University of Washington
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