Program Operations Specialist

Job Description The University of Washingtons Institute for Neurodiversity and Employment has an outstanding opportunity for a Program Operations Specialist to join their team. About this Opportunity Reporting to the Associate Director for Strategy & Operations, the Program Operations Specialist plays a pivotal role in building andmaintainingthe operationalinfrastructure that enables the Institute to advance neuroinclusive employment systems acrossWashington State and the nation.This positionis responsible fordevelopingprocesses,managing Institute operations, coordinating calendars and workflows, and ensuring high-quality delivery ofinitiatives that bridge research and real-world systems change. This is an in-person position with an expectation of five days per week on-site at the UW Seattle campus. Adjustments to scheduled working hours can be discussed/approved by Institute leadership. Occasional days may be remote with supervisor approval. Occasional schedule flexibility is required for evening or weekend events (typically two to three times a quarter). Applicants who are invited to a phone interview will be provided with a full detailed job description and details about our full selection process. Key Responsibilities Program Support, Coordination & Continuity (30%) Be the initial point of contact for the Institute;" triaging internal/external requests, monitoring the main phone line, and keeping day-to-day communications moving. Coordinate daily operations (calendars, scheduling, supplies, work orders, space/desk assignments) to ensure a smooth, well-run office. Lead logistics for events, trainings, research activities-space reservations, vendors/speakers, travel and reimbursements, and registration/virtual participation. Support research team operations (participant coordination, documentation, data-collection logistics, clear meeting notes and agendas, and communication workflows). Coordinate applications for programs, fellowships, and training cohorts; manage timelines, committees, and communications for internal awards/funding calls. Onboard new staff, faculty affiliates, and student employees; may lead hourly staff supporting operations and research. Systems & Infrastructure Development (25%) Build and improve operational systems that work with UW tools (e.g., Workday, Canvas, UW-IT platforms, Cvent) to make processes easier, clearer, and more scalable. Create standardized documentation, workflows, and quality checks that support consistent delivery and reflect equity, accessibility, and neuroinclusion. Maintain shared resource libraries/knowledge-management tools and strengthen information-sharing across teams and partners. Financial & Resource Management (15%) Track assigned budgets and expenses for events/projects/programs; support purchasing, reconciliation, and documentation in alignment with UW and sponsor policies. Contribute to grant proposal development with budget inputs, basic financial narratives, and deliverable documentation support. Monitoring, Evaluation & Reporting (10%) Help implement evaluation tools (surveys, feedback loops, dashboards) and synthesize results into program updates, annual reports, and stakeholder/funder communications. Coordinate debriefs and capture lessons learned to drive continuous improvement. Program Communications (10%) Develop and update program-facing communications (web content, informational materials, newsletters, social media/blog content) and help standardize the Institute's communication approach. Coordinate outreach and messaging with the Community Engagement Facilitator and Institute leadership. Additional Responsibilities (10%) Participate in Institute/iSchool/University meetings and events; represent the Institute as needed and pursue ongoing professional development in neurodiversity, workforce development, and program operations. Required Qualifications To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration . Minimum Qualifications Bachelor's degree in business administration, information management, education, or related field. Minimum of two years of experience in program operations, administration, or equivalent education/experience. Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager. Additional Qualifications Experience with budget management and expense tracking. Ability to manage shifting priorities and multiple time-sensitive projects. Excellent analytical, documentation, communication, and customer service skills. Ability to work effectively with people across different identities and experiences. Preferred Qualifications Experience supporting operations in higher education, including university budgeting/financial processes. Strong project management skills (methods and tools) with the ability to work independently and collaboratively. Data skills: data collection/analysis plus experience with program evaluation/assessment and building dashboards/data visualizations. Commitment to inclusive practiceknowledge of neurodiversity/disability inclusion or employment systems and ability to work effectively with diverse populations. High proficiency with Microsoft Office (especially Excel) and collaboration tools (e.g., Google Workspace), paired with strong judgment, initiative, creativity, and problem-solving. Working Conditions Occasional local travel within the Seattle area for meetings, events, and community engagement. Ability to lift and move up to 30 pounds occasionally for event setup; ability to stand or walk for extended periods during events; occasional bending, reaching, and kneeling for event preparation. This position is funded by external grant support and differs from traditional University of Washington staff roles in that continued employment is contingent upon the availability of grant funding. Theinitialfunding is expected to continue through August 2030, with the possibility of extension, subject to renewed oradditionalfunding. Candidates should be aware that the duration and continuation of this role depend on successful grant renewals or the acquisition of alternative funding sources. Optional Supplemental Application Materials We know resumes don't tell the whole story. In place of a cover letter, we invite you to briefly respond (in 200-500 words or 5-10 bullets) to one or both prompts below in whatever format works best for you paragraphs, bullets, or a mix of both. 1) How Your Skills Align With This Role: Imagine youve been in this role for 6 months and things are going well. What are you contributing and what skills are you using to make it happen? Consider including a problem or task youd be excited to take ownership of, and one real example from any area of your life that shows your contribution in action. 2) Context We Might Miss: Share anything you want us to understand that may not be clear from your resume. This may be skills built through nontraditional paths, strengths that don't show up in job titles (e.g., deep focus, systems thinking, attention to detail), or anything else that speaks to your readiness for this role. About the Team The UW Institute for Neurodiversity and Employment (INE)is a newcollaborative effort to bring togetherleading scholars and practitioners from various disciplines to build thecapacity of the University ofWashington, Washington State, and the nation to create meaningfulemployment opportunities andcareer experiences for neurodivergent people. We carry out our mission incollaboration with communityleaders,employers, nonprofits, and foundations through translationalresearch, applied professionaleducation and training, community empowerment, advocacy, and leadingthe way as a neuroinclusiveuniversity and employer.TheInstitutechampionsthe integration ofstudiedworkplace practicesthatsupportneurodiverseworkers,prioritizing equity andaccessibilityforInstitute staff, faculty, students, and guests. Compensation, Benefits and Position Details Pay Range Minimum: $72,000.00 annual Pay Range Maximum: $79,200.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: Not Applicable About the UW Working at the University of Washington provides a unique opportunity to change lives on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. 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