The UW Information School has an outstanding opportunity for a PhD Academic Advisor. The Office of Student Services is a vibrant and energetic environment relying on current technologies to create and support a welcoming, inclusive, equitable, and accessible learning community for all iSchool students. The position of PhD Academic/Career Advisor works with the Student Services Team and collaborates with the PhD Program Chair and PhD Program Manager in all areas to support and develop the Doctorate in Information Science (PhD) program, which includes academic and career advising, outreach and recruiting, records management, event planning, and communications.

This position works closely with the Student Services staff to provide support for Information School's joint activities such as the iSchool Welcome, Study Breaks, Convocation and the iSchool Career Fair, as well as assists with supporting the other iSchool degree programs (i.e., Master in Library and Information Science (MLIS), Master of Science in Information Management (MSIM) and BS Informatics (INFO). The Academic Advisor works closely with the Associate Director of Career Services, Associate Director of Admissions, PhD Program Chair, IDEAS staff, faculty advisors, UW departments, employers, and community partners in facilitation of the PhD program goals. The PhD Academic Advisor is expected to meet with executive level individuals both internally and externally.

In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

What You’ll Be Doing:

General Academic and Career Advising for the PhD Program:

• Provide academic advising to current and prospective PhD students including advising on degree requirements, admissions, registration, transferring credits, financial resources, and university policies and procedures.
• Provide general career advising for PhD students in collaboration with Student Services Career Services team.
• Support iSchool Diversity, Equity and Inclusion initiatives including providing support to diverse student and prospective student populations.
• Counsel students with academic, financial, and personal difficulty. Refer students as necessary to appropriate campus or community resources. Keep informed of resources both on and off campus to assist PhD students in their academic and personal pursuits.
• Inform PhD students of funding opportunities including Startup, Conference, dissertation and  , fellowship funding.
• Advise students on procedures in matters of misconduct. As requested, consult with the Director of Student Services, the Associate Dean for Academics and faculty to escalate or resolve matters of student misconduct. Participate in student conduct proceedings, if requested.
• When necessary, take lead in monitoring UW and iSchool satisfactory progress (continuation) policy and prepare documents for probationary action by Associate Dean for Academics.
• Lead the PhD Program coordinator in the maintenance and updating of PhD students’ progress in the Watermark database.
• Assist PhD students with processes and documentation for practica, independent study, curricular practical training (CPT), curriculum waivers, annual reviews, and scheduling general exams and defenses. Resolve routine requests as needed. Consult with PhD Program Chair and Associate Dean for Academics as appropriate.
• Serve on the PhD Program Committee; provide input on curriculum and course scheduling. Support Program Chair in communicating changes in program curriculum, policy or procedures to appropriate stakeholders including students, iSchool staff, and necessary UW offices.
• Collaborate with the Doctoral Student Association; support and aid their activities and initiatives as appropriate.
• Provide back-up advising support for MSIM and MLIS students, as needed.
• Other duties as assigned in consultation with the Director of Student Services and PhD Program Chair.

Recruiting and Admissions for the PhD Degree Program:

• Collaborate with Information School Associate Director of Admissions, PhD Program Chair, PhD Program Manager, and IDEAS staff to recruit prospective students, including coordinating and participating in information sessions, recruiting fairs, web chats, etc.
• Collaborate with academic units across the UW to promote the PhD program such as the UW Graduate School, the Office of Graduate Student Equity & Excellence (GSEE),).
• Participate in recruiting and outreach in the community and information science related conferences and organizations. Serve as primary liaison to professional organizations related to the PhD Program.
• Advise prospective students on the program, the discipline, and the application process.
• Collaborate with PhD Program Manager and PhD Program Coordinator on planning PhD Visit Days for newly admitted PhD students.
• Support recruitment and outreach activities as assigned. Assist with iSchool Graduate Program recruitment activities as requested.
• Participate in review and edits of promotional materials for all aspects of the PhD program.

Event Planning:

• Plan information sessions, workshops, or other events to support the needs of PhD students.
• Lead or assist in planning Student Services activities including Open Houses, all iSchool Welcome, iWelcome Week, iSchool Career Fair, Study Breaks, Student Leadership Retreat, and Convocation.
• Coordinate with Career Services staff in promoting career development workshops, employer sessions, and internship opportunities.
• Collaborate with PhD Program Chair and Program Manager to schedule and facilitate PhD New Student Orientation.

Communication and Information Dissemination:

• Disseminate information via various communications channels (i.e., email, social media, canvas) to PhD students, as well as contribute to the other Student Services communication efforts.
• Help maintain accurate information for the PhD web pages and PhD Canvas site.
• Update iSchool faculty, staff and students on University and School policies and regulations. Interpret policies and regulations for students and faculty advisors as needed.
• Make recommendations to the Director of Student Services and the Director of Communications for new publication projects that benefit the PhD program.
• Participate in School and University-wide committees as appropriate.

Minimum Qualifications:

• Master’s Degree in Higher Education Administration, Information Management, or related field.
• Minimum of 2 years’ experience in student counseling or teaching, or equivalent experience.
• Experience in project management, preferably in student services.
• Knowledge of Microsoft Office products including SharePoint and Bookings.
• Demonstrated success in working with diverse populations.
• Ability to work independently, as part of a team, and to lead others.
• Excellent communications skills with both the ability to be articulate and present well in writing, verbally, and via technology.

Desired Qualifications:

• Experience using UW systems such as MyGrad Program (MGP), Degree Audit Reporting System (DARS), and Keynes Student Database (SDB).
• Familiarity with UW Graduate School policies and procedures.
• Familiarity with Canvas or equivalent learning management systems.
• Familiarity with using CRM software, such as SLATE.
• Familiarity with video/web conferencing technology such as Zoom, or Microsoft Teams.

What’s in it for you:

• Full benefits, including medical and dental insurance and retirement plan.
• Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.
• Full subsidized transit pass.
• Work for an exciting, cutting-edge school within the University of Washington.

The University of Washington’s Information School is seeking an iAffilitates Program Manager to manage multiple engagement activities with iAffiliates partners and works with the iAffiliates Director, iSchool faculty, the iSchool Advancement team, and other iSchool staff. This role oversees developing and administering the operations of the iAffiliates Program and increases engagement through regular monthly partner meetings, while independently driving and tracking engagement opportunities.  They build and execute creative partner engagement plans that are designed to meet partners’ goals and include detailed action steps for the partner to participate in the iSchool intellectual community, recruit iSchool students to engage with or work at their organization, and provide investments that furthers iSchool academic program and research activities.

The iAffiliates Program, within the Information School, is responsible for engaging a select group of strategic external partners with iSchool faculty and students through creative, impactful engagement activities.  The iAffiliates Program Manager (PM) owns the delivery of partner engagements, the optimization of program operations, and management of our relationships with iAffiliate partners.

The iAffiliates Program Manager must be an exceptionally professional individual who works well in a highly confidential environment, has outstanding initiative and can deliver effective results working independently. This position contributes to iSchool decision making and strategic planning processes and is responsible for developing and implementing program policies.

In the iSchool, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values.  Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

What You’ll Be Doing

Program Management:

• Independently create, manage, and track multiple iAffiliates engagement activities.
• Oversee and coordinate the activities and workload of the iAffiliates’ Graduate Assistant (GA).
• Identify, prioritize and execute new engagements and other opportunities to enhance the iAffiliates program and its benefit to the school, our students, and partners.
• Set, manage, and track engagement goals for iAffiliates partners.
• Identify potential partners and manage new iAffiliates prospect meetings.
• Project, manage and track iAffiliates partner financial contributions to the iAffiliates program.
• Design and manage reporting practices and tools to support the program, including dashboards and annual partner assessments.
• Develop budgets for, manage and track program expenditures.
• Identify and implement program process improvements as needed.
• Contribute to outreach and marketing efforts that involve current and potential iAffiliate partners.
• Manage and attend regular monthly meetings with partners to measure progress against engagement plans and identify new engagement opportunities.

Event Management:

• Design and organize iAffiliates Day.
• In partnership with other iSchool staff and stakeholders, contribute to other events including Capstone Event, Research Fair, and iSchool Career Fair.
• Manage and coordinate iAffiliates-specific career sessions with targeted iSchool student populations, partnering with the iSchool Career Services staff.
• In partnership with iSchool Alumni Relations staff, coordinate and manage events and other engagement opportunities with alumni working at iAffiliate organizations.

Other:

• Attend School and University meetings and participate in iSchool and University of Washington committees, working groups, events, and activities, as needed.
• Participate in professional development opportunities to expand the knowledge base for the position. 
• Perform other duties to support the strategic plan of the iAffiliates program.

Minimum Qualifications

• Bachelor's degree in business, project management, communications, information management, or related field.
• Two to three years’ experience in program management, project management, or related roles.
• Excellent, demonstrable project management and organization skills.
• Strong written and oral communication skills, both to external partners and internal stakeholders.
• Demonstrated success in working with diverse populations and a commitment to equity.
• Demonstrated ability to work independently and manage others. 

Desired Qualifications

• Experience in event planning and management.
• Demonstrable effective presentation skills and experience.
• Customer or partner data management or experience with CRM tools.
• Experience developing marketing and messaging materials.

What’s in it for you

• Full benefits, including medical and dental insurance and retirement plan.
• Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.
• Fully subsidized transit pass.
• Work for an exciting, cutting-edge school within the University of Washington.

Conditions of Employment

A satisfactory outcome of a reference check of previous employment.

The University of Washington’s Information School is seeking a Grants and Contracts Specialist to provide effective, timely, and compliant analysis and administration of research grants and contracts. This individual will work with principal investigators, research partners, sponsors, and University research support offices to manage the full lifecycle of grants and contracts.

Researchers in the Information School work to solve information problems from many disciplinary perspectives with funding from many different sponsors. The range and complexity of the research enterprise in the school requires high-quality, professional grants management support for novice and experienced researchers; continual monitoring, analysis, and improvement of procedures, policies, and resources for the conduct of research in the Information School; and regular engagement with professionals in other units in the Information School and the UW.

The Grants and Contracts Specialist works independently to design, develop, manage, and ensure timely submission of complex grant and contract proposals. They ensure effective receipt, budgeting, and expenditure of awards, in compliance with federal, state, funding agency, and University of Washington regulations, policies and procedures. In collaboration with the Director of Research Administration, they are responsible for post-award procedures, record keeping, analysis, monitoring and reporting systems.

There is an expectation that the person in this position will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the Information School’s core values. This leadership may be expressed in diverse ways, reflecting the variety of styles and cultures that are represented by Information School faculty and staff.

What You’ll Be Doing

The Grants and Contracts Specialist provides overall management of proposals and awards for approximately half of the active researchers in the school.

Pre-award proposal analysis and support

Manage the preparation of competitive and non-competitive grant and contract proposals for submission to sponsoring agencies. Provide review and analysis of proposals to ensure complete and successful submissions. Responsibilities and areas of oversight include:

• Manage preparation and submission of complex proposal budgets, including cost sharing documentation.

• Manage preparation and submission of all other administrative and compliance components, including those related to narrative portions of proposals.

• Advise researchers on sponsor guidelines and University and funding agency policies and procedures. 

• Establish timelines for and administer submission of grant and contract proposals in accordance with school, UW, and sponsor requirements and deadlines.

• Assist and act on behalf of principal investigators in negotiating terms of research grants, contracts, and subcontracts.

• Act on behalf of investigators in communicating with research partners, sponsors, and UW offices of research administration.

Post-Award financial analysis and support

Manage research awards, ensuring compliance with budget and fiscal policies, procedures, monitoring, reconciliation, and reporting for research grants and contracts. Responsibilities and areas of oversight include:

In collaboration with/on behalf of principal investigators:

• Research, interpret, and implement funding agency fiscal guidelines and rules.

• Provide financial planning and award administration support, including complex budget management, complicated expenditure transactions, and preparation of fiscal documents for external purposes.

• Initiate and monitor sub-budget allocations and sub-contract accounts; coordinate with other UW departments and external partners. 

• Monitor financial activity on grants and contracts, gifts, and internal funding allocations; provide regular budget projections; determine the need for revision of fiscal plans; respond to budget variances.

• Perform complicated expenditure transactions; review UW systems used to track award activity for compliance and accuracy. Troubleshoot and prepare expenditure corrections as necessary.

• Prepare, analyze, and distribute monthly budget management and compliance monitoring reports for research grants, contracts, and gifts - including review and reconciliation of monthly transactions and actual expenditures in comparison to budget plans.

• Analyze, verify, and coordinate salary certification report approvals (FECs and GCCRs).

• Oversee all sponsor reporting requirements including managing and timely submission of all reports (RPPR, etc.).

• Monitor, track, and document cost share commitments.

• Prepare just-in-time documents as required by sponsor.  

• Communicate and coordinate with iSchool Human Resources staff on payroll additions or changes for research project personnel as indicated by budget plans approved by principal investigators.  

• Communicate and coordinate with iSchool Finance staff on internal reporting, policy and procedure development, travel expenditures, and internal budget transfers.

In collaboration with the Director of Research Services:

• Design and develop complex budget and expenditure monitoring and management reports, including compliance and audit reporting.

• Develop, revise, and administer policies and procedures for grant and contract financial management, record keeping, monitoring and reporting.   

• Assist in the design, preparation, and interpretation of analytical reports on school-wide research funding and expenditure trends and projections for iSchool administrative leaders (primarily Associate Dean for Research, Assistant Dean for Planning & Administration, and Dean).

• Respond to compliance and other fiscal information requests from iSchool management, UW central administration, and other external partners, including reviewing and approving eGC1’s, business elements of proposals, no cost extensions, travel and expense reimbursements.

Other

• Coordinate and prepare documents for audits or other special external reviews.

• Special projects as assigned.

• Attend monthly MRAM and other research administrative-related campus presentations, workshops and trainings.

• Participate in professional development opportunities.

• Attend meetings and participate in committee and iSchool events and activities as appropriate.

• Perform other related duties as needed.

Minimum Qualifications

• Bachelor’s degree in Business, related field, or equivalent combination of education and experience.

• Minimum of three years’ experience in pre- and post-award grants and contracts management. 

• Proficient with complex budget development, analysis, and reporting.

• Skilled in using MS Office, including creating and using complex MS Excel spreadsheets and workbooks.

• Experience using databases for queries and reports.

• Experience and commitment to providing accurate, detailed work products.

• Ability to work and problem-solve independently.

• Excellent written and oral communication skills.

• Ability to work effectively with faculty, researchers, and staff.

• Problem-solving skills, including active listening, planning and organizing, and teamwork.

• Ability to leverage experience while exercising expertise and informed professional judgment.

• Strong commitment to excellence in grants and fiscal services.

• Demonstrated ability to manage time and priorities among competing demands.

• Ability to adapt to change and adopt new procedures and systems and contribute to process improvement.

• Demonstrated success working with diverse populations.

Desired Qualifications

• Knowledge of University of Washington fiscal policies and procedures, including those related to grants and contracts.

• Experience with federal grants and contracts policies and procedures.

• Working knowledge of UW Systems, particularly SAGE eGC1, GrantTracker, MyResearch, eProcurement/ARIBA (including BPO preparation), and MyFinancial.desktop (MyFD); working knowledge of other applications including NSF FastLane, Research.gov, and other sponsor systems.

• Project management experience.

• Ability to assess and lead improvements in processes and work products.

What’s in it for you

• Full benefits, including medical and dental insurance and retirement plan.

• Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.

• Fully subsidized transit pass.

• Work for an exciting, cutting-edge school within the University of Washington.

Conditions of Employment

• A satisfactory outcome of a reference check of previous employment.  

The UW Information School has an outstanding opportunity for a Data Services Analyst. The Data Services Analyst supports cross-functional data management needs, business processes, and information flows across multiple systems. These systems may include databases, dashboards, data exports from central UW data sources, SharePoint and related applications, Google Drives, and DocuSign workflows. Half of this role’s duties will be dedicated to data analysis/reporting and institutional research requests while the other portion will be dedicated to supporting the maintenance of key business process systems used across the school; primarily the Watermark Faculty Success system used to manage faculty data.

The ideal candidate for this role is a tech savvy relationship-builder who enjoys problem solving, can communicative effectively with technical and non-technical customers, has expertise in data analysis and visualization tools, and can document processes effectively.

In the iSchool, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values.  Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff. 

This role...

• Retrieves, cleans, and analyzes data from a variety of sources, including central UW data warehouses, internal databases, CRM systems, and cloud-based reporting tools.
• Assist with the implementation and maintenance of dashboards and other reporting tools.
• Assists units in migrating data, information, files, and content between systems as needed.
• Identifies and appropriately escalates issues and assists the Business Systems Analyst with developing, implementing, and maintaining solutions.
• Troubleshoots, maintains, and serves as primary point of contact for the Watermark Faculty Success database.
• Supports iSchool staff by answering questions about iSchool systems and troubleshooting data management and business tool utilization challenges. 
• May draft training documentation, guides, FAQs, tutorials, or other materials as needed.

What You’ll Be Doing:

Data Analysis & Reporting:

Support institutional research efforts by analyzing, cleaning, and assisting with the interpretation of both structured and unstructured data from a variety of sources, including but not limited to UW’s electronic data warehouse (EDW), Tableau servers, Customer Relationship Management (CRM) systems, internal database tools, and proprietary cloud-based reporting software.

•          Work with the iSchool Business Systems Analyst to implement and maintain dashboards in Power BI, Tableau, or similar tools.
•          Clean, analyze, visualize, and interpret data from a variety of UW systems at the request of stakeholders across the Information School.
•          Create reports for internal teams based on requirements from internal stakeholders.
•          Structure large data sets to find usable information.
•          Create reports based on findings.

Watermark Faculty Success Administration:

Administer the iSchool’s implementation of Watermark Faculty Success, a remotely located, third-party, customizable online database for collecting and reporting faculty research, teaching, and service activities and products.

• Implement modifications to the data capture and report capability to support the needs of the iSchool.
• Engage with stakeholders across the School who use Watermark to ensure data accuracy and appearance, review best practices, discuss problems/concerns, and consider new uses for the tool. 
• Clean and upload data from other UW sources into the system on a routine basis.
• Work with Watermark vendor programmers to modify existing or design new screens and reports; serves as the vendor liaison for managing work requests and advocating for database structure and report design changes.
• Develop and maintain systems, documentation and communications covering all aspects of use and administration of Watermark, including training materials for faculty and staff users.
• Integrate data from Watermark into iSchool metrics for external and internal reporting as required by the Dean.

Training Support and Document Management:

Support the use of electronic document and records management processes in the iSchool and assist users on system use, maintenance, and problem solving.

•        
• Work with units to train process owners and end-users in the use of DocuSign, SharePoint, and other business systems as needed.
• Assist units in migrating documents and converting to compliant electronic processes where feasible and migrating files between existing iSchool systems as needed.

Assist the iSchool Business Systems Analyst in updating and maintaining internal system documentation and user-facing SOPs.

• Provide back-up for the iSchool Business Systems Analyst in the event of an absence.
• Develop expertise in the iSchool’s electronic records, Intranet, databases, and eSignature processes.
• Attend School and University meetings as needed.
• Participate in professional development opportunities to expand knowledge base for the position.

Minimum Qualifications:

• Bachelor’s Degree in Informatics, Information Management, Business Administration, or a related field.
• 1 - 3 years of experience in a customer-facing position that included technical support, data analysis, or user support for software or solutions.
• Expert skills in Excel and familiarity with Tableau, PowerBI, or other data visualization tools.
• Experience in querying databases and cleaning, manipulating, and interpreting structured and unstructured data. 
• Experience with using and maintaining interoperable data reporting systems. 
• Collaborative professional who excels at relationship-building and communicating effectively with all levels of staff from a variety of backgrounds.
• Ability to work independently once given a direction.
• Able to work comfortably with a diverse population. 
• Excellent problem-solving skills, good judgment, and the ability to manage competing priorities.

Desired Qualifications: 

• Master’s degree in Information Management, Library & Information Science, Business Administration, or a related field.
• Working knowledge of Structured Query Language (SQL) or a programming language such as Python.
• Familiarity with business analysis, strategic analysis, or project management methodologies.
• Experience documenting technical processes or workflows.
• Experience using an online ticketing system such as RequestTracker or ZenDesk.
• Experience with using or administrating DocuSign or a similar eSignature tool.
• Previous experience working in higher education.

What’s in it for you:     

• Full benefits, including medical and dental insurance and retirement plan.
• Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.
• Full subsidized transit pass.
• Work for an exciting, cutting-edge school within the University of Washington.

Work for an exciting, cutting-edge school within the University of Washington.