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 universities 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. 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 Role

This position manages the administrative functions of the Viking Biomedical Research Initiative. This position works under general direction and reports to the Director of VBR and works closely with Research and Sponsored Program personnel. It 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 is a part-time (0.80 FTE, 32 hours per week), 12-month, fully in-person project-employment position ending no later than September 2028, with the possibility of a five-year NIH funding renewal.

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.

Requirements

• 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 (e.g., 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 WWU’s Immunization policies, including Proof of Rubeola Measles Immunity within 60 days of hire.

Pay

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

Benefits

This position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU. For more information, see the Benefits Overview for Classified Positions.