Program Specialist; Washington Sea Grant

Job Title: 
Program Specialist
Job Location: 
Seattle, WA
Application Deadline: 
Monday, July 29, 2019

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 five consecutive years. 

Washington Sea Grant (WSG), within the College of the Environment, has an outstanding opportunity for a Program Specialist. Working closely with the WSG Director and Leadership Team, the Program Specialist plays an integral role in maintaining effective organization, project management and proactive communication to ensure the success of Washington Sea Grant’s Leadership Team. The Program Specialist reports to the Administrator.

The position interacts with the WSG Leadership Team and Director, principal investigators, fellows, WSG staff and student employees, University and other academic institutions, national Sea Grant network, and WSG state, tribal and regional partners. The position will regularly engage in proactive communication with a wide range of individuals and organizations in partnership with the Director and Leadership Team to ensure effective implementation of WSG priorities. This position requires the ability to problem solve, initiate timely responses to changes in the program environment, and exercise independent judgment in developing tactful and diplomatic project management.

WSG is a unique unit with federally designated responsibilities for all of Washington to support marine and coastal research, education, outreach and communications. It is one of 33 Sea Grant programs located throughout coastal and Great Lakes states. WSG serves the state and the region by providing technical assistance to marine resource users and managers, engaging the public in activities that promote ecosystem health, educating students of all ages and encouraging science-based solutions to marine and coastal issues. As part of the WSG staff and through the position’s unique operational and coordination duties, the Program Specialist has the potential to connect hundreds of Washington residents with UW centers, faculty, staff, students and other university resources.

Duties & Responsibilities:

Project and Event Management

Provide project and event planning leadership for the below types of events and projects in partnership with the Leadership Team. Independently make decisions on implementation strategy for these events and projects with minimal oversight. Direct the work of a student assistant to ensure all logistics are covered. Specific logistics include ensuring participants for these engagements are fully briefed on agenda items, have received all required materials and receive follow-up information in a timely manner, preparing correspondence, proposals, presentations and requests for information that often include sensitive financial or HR information and creating graphs and statistical studies to support presentations, reports and proposals.

Examples of the kinds of events and meetings include:
•Retreats and all-staff meetings
•Visitor-related field trips (i.e. National Sea Grant Office Program Director or NOAA collaborators)
•Advisory Committee Board Meetings
•Four-day National Site Visit

Project examples include:
•Recommend and enforce policies and practices that allow staff to comply with WSG branding, legislative and organization strategies and standards.
•Provide project management expertise during Leadership Team weekly meetings; tracking topics, member deliverables, actions needed from staff and external parties, establish deadlines, etc. to help ensure accountability and progress on the many demanding activities done by the Leadership Team.

Special Projects

This position is expected to provide guidance and make recommendations specific to national and state-wide legislative strategies and responses to federal and state agency funding opportunities. Examples of these opportunities include:
•Partner with the Director to develop a strategic response to the Ruckleshaus Center 2017 Washington State Coast Resilience Assessment Final Report.  Work will include collaboration with WSG partners: Washington State University Extension, Washington State Department of Ecology, and the Emergency Management Division of the Washington State Department of the Military; in the development of a federal west coast regional resilience pilot program and identification of state opportunities to advance report recommendations.
•Partner with the Director and Leadership Team to develop a state legislative strategy that aligns with WSG mission and strategic plan.
•Evaluate projects and programs for their potential to attract outside funding and make recommendations on which funding opportunities to go after. This requires a thorough knowledge of WSG activities and an ability to search out and assess sources. Keep an eye to what is available; align program and financial priorities with grant opportunities. Develop grant proposals to secure funding for carrying out WSG research projects.

Executive Support to the Director

Lead a two-person team ensuring the following is handled for the Director:
•Director email and other correspondence is organized, prioritized and meeting time sensitive commitments, making sure the Director is aware of matters requiring attention, and preparing follow-up on action items.
•Manage the Director’s calendar, plan and execute trips and travel for the Director, including post-travel paperwork.
•Provide daily check-ins with the Director, that includes prep materials for the days activities.

As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

•Bachelor’s Degree in business administration, marine-related field, or equivalent degree.

•At least three to four years of work experience in project management, program management, executive administrative support, or marine-related work experience.

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

Desire Qualifications:
•Master's degree in business administration, public administration or a marine-related field.
•Capacity to manage demanding workflow and competing deadlines; and initiate and complete projects independently.
•Excellent written and oral communication skills and a demonstrated ability to communicate effectively with a variety of constituencies.
•Experience in tracking and managing multiple complex projects while meeting key deadlines.
•Strong organizational skills, attention to detail and process, and problem-solving abilities.
•Ability to interpret technical information and translate it accurately into nontechnical language.
•Demonstrated proficiency with Microsoft Office applications (examples: Word, Excel, PowerPoint) and Adobe products; experience working on a Mac a plus.
•A commitment to the goals and ideals of Washington Sea Grant. 

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 Workforce 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.

Please note that all jobs are automatically removed once the application deadline passes. Jobs without a deadline are automatically removed after 30 days.