INACTIVE
Full-Time
Research Operations Administrator
Posted on 7/31/2026
Deadline 8/10/26
University of Washington
Public research university in Seattle, WA
Compensation Overview
$72.6k - $96.5k/yr
Spokane, WA, USA
Remote
Occasional travel to the Seattle campus is required for laboratory events and activities.
Bachelor's
Category
 Legal & Compliance (1) |
|---|
Required Skills
Microsoft Office
Workday HRIS
Google Workspace
Get referred to University of Washington
See people who can refer or advise you
Requirements
- A bachelor's degree in business, communications, arts, or a related field, or an equivalent combination of education and experience.
- Three years of increasingly responsible administrative experience involving some combination of human resources, compliance, financial administration, and program operations.
- Experience directing administrative operations across multiple concurrent funding sources with distinct compliance requirements.
- Experience in an academic research environment supporting a multi-funded principal investigator or cross-institutional program.
- Experience working across multiple institutions or with complex, multi-workstream programs.
- Proficiency with University of Washington and/or Howard Hughes Medical Institute administrative systems, including Workday, ARIBA, Concur, and Emburse.
- Experience with grant compliance, publication compliance, and sponsored research administration across federal and private funding sources.
- Knowledge of visa administrative processes for international researchers, including H-1B and J-1 processes.
- Proficiency with Microsoft Office Suite, Google Workspace, and project management tools.
- Ability to exercise independent judgment, maintain confidentiality, and communicate diplomatically with faculty, staff, institutional administrators, sponsor representatives, and external partners.
- Ability to work independently and collaboratively, lead teams as needed, manage concurrent responsibilities, and handle changing priorities.
Responsibilities
- Develop, implement, and maintain administrative policies and procedures for the Shendure Laboratory, ensuring compliance with university, departmental, HHMI, and sponsor regulations across all active funding sources.
- Serve as the primary University of Washington administrative representative for the Seattle Hub for Synthetic Biology across multiple scientific and administrative workstreams, including All Hands planning and coordination.
- Direct Dr. Shendure's obligations across affiliated institutions and programs, including HHMI, SeaHub, the Allen Institute, BBI, UW Genome Sciences, scientific advisory boards, and external consulting and contractual agreements.
- Exercise independent judgment in managing Dr. Shendure's external service commitments, including identifying, triaging, and declining requests outside scope and capacity.
- Administer and oversee outside work disclosures and outside activity compliance reporting.
- Administer patents and reports of invention in coordination with University of Washington and HHMI technology transfer offices.
- Serve as the primary point of contact for press and media inquiries on behalf of the laboratory.
- Oversee and maintain the Shendure Lab website, including its ADA-compliant redesign.
- Manage the laboratory roster, emergency contacts, mailing lists, institutional memberships, and calendar.
- Manage and administer Dr. Shendure's complex, multi-institutional calendar, resolving scheduling conflicts across trainees, collaborators, grant funders, and institutional commitments.
- Manage and administer invited talks, seminars, and honorarium processing.
- Coordinate Dr. Shendure's teaching obligations and related commitments.
- Direct grant compliance and reporting requirements across NIH, NHGRI, CZI, and HHMI funding sources.
- Provide grant submission support for extramural funding opportunities, competing renewals, and annual reports.
- Administer HHMI Open Access Policy compliance for lab publications and coordinate paper processing fees and payments.
- Coordinate fellowship paperwork, graduate student support funding, and ESCRO renewals.
- Establish and maintain systems for tracking internal and external grant and compliance deadlines.
- Maintain publication records.
- Work with the Laboratory Manager to oversee lab budgets across University of Washington and HHMI financial systems, analyze reports, identify discrepancies, and coordinate issue resolution.
- Direct administrative purchasing through University of Washington and HHMI procurement systems, including standing purchase order management and quote-based procurement.
- Process reimbursements for Dr. Shendure and the laboratory under separate University of Washington and HHMI rules, serving as the primary institutional contact for Concur and Emburse Spend.
- Manage pro card administration and monthly reconciliation.
- Process and track invoice payments and coordinate HHMI invoice reconciliation.
- Advise Dr. Shendure on funding support strategies for laboratory members and plan for funding transitions across concurrent grants.
- Administer procurement and account management for lab-based platforms and services.
- Direct administrative onboarding and offboarding of lab members, including postdoctoral appointment paperwork, system access setup, institutional policy processing, and lab interest inquiries.
- Oversee visa and H-1B administrative coordination for international trainees.
- Track trainee academic milestones, including talks, committee meetings, general exams, dissertation defenses, Individual Development Plans, conference attendance, and internal mentorship commitments.
- Coordinate trainee external opportunities, including conference travel and external fellowship applications.
- Prepare, research, write, proofread, and edit correspondence, reports, letters, award nominations, letters of support, and other materials for Dr. Shendure and the lab.
- Maintain and update Dr. Shendure's curriculum vitae, biosketch, headshot, and operating statement.
- Coordinate lab meetings, visiting guest speakers, and postdoctoral recruitment visits, including travel, accommodations, logistics, and reimbursements.
- Plan and execute laboratory community and recognition events, including lab retreats, social events, publication celebrations, and dissertation defense celebrations.
Desired Qualifications
- Demonstrated experience directing administrative operations across multiple concurrent funding sources with distinct compliance requirements.
- Prior experience in an academic research environment, preferably supporting a multi-funded principal investigator or cross-institutional program.
- Experience working across multiple institutions or with complex, multi-workstream programs.
- Demonstrated proficiency with University of Washington and/or HHMI administrative systems, including Workday, ARIBA, Concur, and Emburse.
- Experience with grant compliance, publication compliance, and sponsored research administration across federal and private funding sources.
- Knowledge and understanding of visa administrative processes for international researchers, including H-1B and J-1 processes.
- Strong proficiency in Microsoft Office Suite, Google Workspace, and project management tools.
- Exceptional organizational, analytical, and prioritization skills for directing concurrent responsibilities across multiple programs and institutions.
- Ability to exercise independent judgment, maintain confidentiality, and communicate diplomatically with a wide range of stakeholders.
- Ability to work independently and collaboratively, build trust, and lead teams as needed.
- Ability to manage multiple responsibilities simultaneously, remain flexible, and handle changing priorities.
The University of Washington is a public research university founded in 1861, with campuses in Seattle, Bothell, and Tacoma. It provides undergraduate, graduate, and professional education alongside research and public service.
Company Size
N/A
Company Stage
N/A
Total Funding
N/A
Headquarters
N/A
Founded
N/A
Get referred to University of Washington
See people who can refer or advise you
INACTIVE