Program Operations Specialist
University of Washington
 Shoreline, WA

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

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 four consecutive years.

The University of Washington, Department of Pathology is a broad and dynamic department that strives for a consistent level of high achievement in all of its activities. The Department offers full diagnostic services in all areas of Pathology, is a top ranked research organization as measured by research awards from the National Institutes of Health, and offers an array of specialized educational training programs.

UW Medicine Pathology brings together state-of-the-art technology and highly trained, world-renowned personnel to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital and the Seattle Cancer Care Alliance. Pathology faculty members also serve at Seattle Children's Hospital, the Veteran's Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic pathology.

The Kaeberlein Lab brings together state-of-the-art technology and highly trained personnel to understand the biological mechanisms of aging. The lab is directed by Dr. Matt Kaeberlein, a Professor of Pathology at UW Medicine, Adjunct Professor of Genome Sciences, and Adjunct Professor of Oral Health Sciences. The lab has approximately 50 personnel, including post-doctoral scientists, graduate students, full- and part-time research staff, visiting scholars, undergraduate students, and volunteer interns. Dr. Kaeberlein also has leadership roles in major initiatives at the University of Washington and with external academic organizations. He is the co-director of the NIH-funded University of Washington Nathan Shock Center of Excellence in the Basic Biology of Aging (, co-Director of the UW Dog Aging Project (, director of the UW Healthy Aging and Longevity Research Institute, and Principle Investigator on a new NIH T32 training grant submission.

The Dog Aging Project at the University of Washington is creating a nationwide study of healthy aging in more than 10,000 companion dogs with the goal of identifying the genetic and environmental factors that influence healthy aging. One major component of the Dog Aging Project is study to determine whether the drug rapamycin can increase healthspan and lifespan in companion dogs. The Trial of Rapamycin In Aging Dogs (TRIAD) clinical trial is designed to enroll 500 dogs at seven veterinary teaching hospitals located in the United States Results from the Dog Aging Project are expected to drive scientific discovery and contribute positively to quality of life both for companion dogs and humans. The Dog Aging Project resides in the Department of Pathology, a broad and dynamic department that strives for a consistent level of high achievement in all of its activities.

The Kaeberlein Lab has an outstanding opportunity for a permanent full time PROGRAM OPERATIONS SPECIALIST to support Dr. Kaeberlein's administrative and research operations, with a particular emphasis on coordination of the TRIAD trial.

Typical duties include but are not limited to:

Biology of Aging Research Administration: (50%)

Serve as a representative and partner of Dr. Kaeberlein to develop, maintain, and implement standard operating procedures specific to Kaeberlein Lab research operations. This includes coordinating and tracking current and former laboratory personnel including required training (e.g. EH&S safety training), screening potential new members of the laboratory, and documentation for laboratory personnel, assist with maintaining up-to-date records on chemical and supply inventories, and developing standard operating procedures for routine laboratory tasks.

Analyze challenges and inefficiencies in research operations, develop potential organizational and administrative solutions or action plans, and review with Dr. Kaeberlein.

Prepare and proofread documents, including grant proposals, letters, and manuscript drafts. Assist with submission of documents.

Monitor budgets, contracts, subcontracts, and other financial matters related to the research projects. This includes assisting with drafting budgets to match project scopes, tracking expenditures, assisting with travel arrangements, purchases, and reimbursements.

Manage calendars, email lists, social media, and website. Coordinate and maintain up-to-date website and social media content; news stories, posted events, research programs, and other content.

Answer phones, emails, and coordinate meetings, conferences and staff events, including assisting with agendas/announcements, arranging conference rooms, audiovisual equipment, food/beverages.

Proactively attend meetings as a representative of Dr. Kaeberlein and keep notes on meeting content. Document action items and follow up with personnel as necessary.

Perform special projects and related duties as required;

Work collaboratively with, and serve as back-up to Pathology administrative team as needed.

Handle all matters in a confidential and discreet manner and exercise independent judgement to solve uncommon matters and/or issues consistent with the objectives and policies of the department, School of Medicine, and University.

Dog Aging Project Coordinator for TRIAD: (50%)

Provide overall coordination of multi-participant research studies working with trial dog owners. Manage day-to-day research operations including tracking research milestones, site invoicing, reporting efforts of project teams across collaborating institutions, etc. Coordinate regular research and team meetings including scheduling, prepare agendas, and minutes. Develop complex project plans and timelines, determine priorities among competing tasks, utilize project management software to monitor and manage activities and progress, and ensure that projects are executed successfully and completed within time frames to meet research objectives.

Acting as the public face of the Trial by voice and in person. Includes telephone correspondence and in person visitors.

Responding in a timely, professional manner to research participants and Dog Aging Project team members

Assist with administrative operations for TRIAD, coordinate regular leadership and research meetings, prepare agendas and minutes, track and monitor research initiatives, report progress toward milestones, and carry out special projects as needed.

Provide assurance of adherence to policies and procedures. Identify compliance issues and problems or obstacles to meeting research objectives, propose solutions consulting with investigators as appropriate, and implement solutions across collaborating institutions and clinics.

Coordinate internal and external communications. Facilitate connections between investigators, collaborators, and clinical sites.

Participate in the development and editing of manuscripts, posters and presentations.

Prepare and manage institutional review board applications and modifications. Develop and manage interim progress reports to investigators, sponsors, and institutional review board. Liaison between the project teams and the sponsors or other stakeholders

Pursue new funding opportunities and present plans and strategies for program development to Dr. Kaeberlein

Minimum Requirements:

Bachelor's degree AND two years of experience in a research trial setting OR equivalent experience/education.

Experience working in a rapidly changing environment

Demonstrated efficiency in scheduling, organizing and prioritizing

Ability to work independently and as a team

Demonstrate superior writing and editing skills specifically in regard to correspondence, policies, procedures, and business plans;

Strong organizational ability including capability for prioritizing work and managing a heavy workload with frequent interruptions; Tenacious approach to meeting deadlines with efficient, results-oriented, approach to projects;

Demonstrated computer skills with intermediate to advanced skills in MS Access, Word, Excel, and PowerPoint, experience with EndNote, and experience conducting web-based research;

Ability to make independent judgements that will promote efficiency and add value to an organization;

Desired Requirements:

Experience working with the public; customer service skills

Experience supporting grant proposal submissions for research funding.

Experience or training in project management.

Experience with social media outreach

Previous experience providing administrative support in an academic research environment

Previous experience performing laboratory research

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 Work 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.