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The Institute for Health Metrics and Evaluation (IHME) is an independent research center at the University of Washington. Its mission is to deliver to the world timely, relevant, and scientifically valid evidence to improve health policy and practice. IHME carries out its mission through a range of projects within different research areas including the Global Burden of Diseases, Injuries, and Risk Factors; Future Health Scenarios; Cost Effectiveness and Efficiency; Resource Tracking; and Impact Evaluations. Our vision is to provide policymakers, donors, and researchers with the highest-quality quantitative evidence base so all people live long lives in full health.

IHME is committed to providing the evidence base necessary to help solve the world’s most important health problems. This requires creativity and innovation, which are cultivated by an inclusive, diverse, and equitable environment that respects and appreciates differences, embraces collaboration, and invites the voices of all IHME team members.

IHME has an outstanding opportunity for a Program Coordinator that will provide day-to-day program support performing complex and varied fiscal and administrative functions within IHME and supporting the Global Burden of Diseases, Injuries, and Risk Factors; Future Health Scenarios research and the UW Population Health Initiative programs.

The Program Coordinator serves as a resource and a point of contact for accurate information about these programs in relation to events, conferences, summits, and key research deliverable timelines. This position requires an individual to build effective working relationships with individuals within and outside the organization from a variety of professional levels and backgrounds while exhibiting poise, responsiveness, a keen awareness of details, and impeccable integrity when dealing with sensitive materials and topics. The individual will independently provide overall effective and efficient communication and coordination for each program, interpreting and applying policies, guidelines, and procedures to answer inquiries from faculty, fellows, staff, students, and global external collaborators.

The individual must develop an awareness of the research context of the programs they partner with in order to best understand priorities and execute work against demanding deadlines and while juggling multiple tasks. Additionally this position operates the reception desk and is the dedicated resource to IHME faculty, staff and visitors. The Program Coordinator is the initial contact for visitors to the Institute. This position is key to presenting a first impression of the Institute in the best manner possible and requires a high level of professionalism. This role will be an active member of the Financial Planning and Operations team and will report to the Assistant Director of Administration. This position is contingent upon project funding availability.

RESPONSIBILITIES:

Program support and coordination

• Provide accurate and efficient communication to staff, faculty, fellows, and the public with information and interpretation of policies and procedures related to the program’s specialties.
• Coordinate and lead meetings with faculty and staff to schedule out projected events/meetings, determining scope and necessary elements. Lead and meet timelines for these projects as assigned by program directors.
• Manage and organize conferences, summits, and guest speaking events with internal and external collaborators, government officials, media, and public and private institutions, to include coordinating meeting logistics, scheduling appointments and meetings, coordinating travel arrangements, and preparing business visa application documents for faculty and visitors as needed.
• Assist program heads with composing or editing reports and meeting presentation materials per IHME’s style guidelines.
• Initiate purchases of goods, services, and supplies in accordance with UW policies and procedures as needed, check order status and resolve problems efficiently and effectively.
• Analyze and process expense reports, reimbursements, and check requests in an accurate and timely fashion.
• Identify mechanisms to improve operations, decrease turnaround times, and streamline work processes.

Reception support

• Provide assistance with day to day front desk duties, to include, but not limited to: answering phones, maintaining front desk email account and schedule, greeting visitors and facilitating smooth transitions to meetings, ordering business cards, providing estimates for shipping, packaging and entering requests, receiving and notifying for packages, maintaining various logs, daily kitchen and conference room upkeep, and working with building management and staff for facility operations.
• Professionally conduct work with the highest level of integrity and discretion as it relates to international visitors and dignitaries, faculty, staff, and students.
• Assist with Institute administrative tasks, including but not limited to: assembly of professional documents for Scientific Oversight Group (SOG) and IHME Board of Directors, data entry and moderate clerical support for presentation materials.
• Utilize independent judgment and discretion while engaging with internal and external collaborators, government officials, media, and public and private institutions and representatives.

Other duties as assigned.

MINIMUM REQUIREMENTS:

• High school graduation or equivalent AND two years of experience in supporting a program and/or executives OR equivalent education/experience.

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

ADDITIONAL REQUIREMENTS:

• Adept diplomacy and exemplary interpersonal skills required. Must be agile at forming respectful and rewarding relationships with people with different levels of experience and expertise from a variety of cultural, linguistic, and professional settings.
• Ability to react with appropriate levels of urgency and creatively solve problems to situations and events that require quick response or turnaround.
• High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company.
• Strong MS Office software skills – proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook, email, calendaring, and scheduling are minimum requirements.
• Track record of being organized and detail-oriented, with an ability to work both independently and collaboratively to achieve objectives.
• Ability to thrive in a fast-paced and collaborative environment to manage multiple priorities while coordinating resources needed to meet deadlines.
• Flexibility and willingness to assume new tasks or special projects.
• Flexibility to work nights and weekends a must.
• Interest in learning about the Institute’s work and an ability to clearly relate and communicate its work.
• A commitment to working to alongside others at IHME to illuminate the health impacts of systemic racism and to work within IHME to make our organization more diverse and inclusive. See IHME’s DEI statement here:   http://www.healthdata.org/get-involved/careers/dei  

WORKING CONDITIONS:

• Weekend and evening work sometimes required.
• This position is open to anyone authorized to work in the U.S. The UW is not able to sponsor visas for staff positions.
• This position is located in Seattle, Washington working in-person at the IHME office on UW Campus.

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.