Job Opportunities

Administrative Specialist

Apply through the UW Employment website, Req. # 126074. For priority consideration, apply by October 28, 2015.

We have an outstanding opportunity for a full-time Administrative Specialist. 

The Simpson Center Administrative Specialist assures the operational integrity of the Center. Responsible for the development, implementation, coordination, and management of the administrative and financial activities of the Center, this position works closely with the Director and Assistant Director on strategic planning and bears primary responsibility for the Center’s budget management, research grant administration, and office operations. Reporting to the Director, the Administrative Specialist ensures the smooth operation of the Simpson Center as a leading national cross-disciplinary research center, with an emphasis on collaboration, by serving in the following capacities: 

  1. Acts as Center’s chief financial officer, establishing, maintaining and monitoring fiscal processes of authorization, reconciliation, and reporting for all Simpson Center budgets in compliance with university, state, and federal  mandates; 
  2. Performs budget analysis and makes strategic recommendations for optimizing resources and sustainable planning; 
  3. Oversees and administers the Simpson Center’s internal grant-making processes; 
  4. Oversees pre-award development and post-award administration for all external grants and subcontracts for the unit; 
  5. Manages hiring and appointments for all permanent staff as well as project-based staff; 
  6. Establishes and oversees data management and records retention policies and practices; 
  7. Oversees Simpson Center facilities, consisting of meeting spaces, event spaces, and offices supporting scholarly residencies, conferences, and working groups. 

This position requires superior organizational, communication, management, and social skills, including the ability to work independently and collaboratively; the ability to lead staff in working together to achieve the Simpson Center’s goals; the ability to track multiple and complex projects under the pressure of frequent deadlines and changing priorities; discretion and diplomacy in interactions with the full range of academic employees—administrators, faculty, students, etc.—and non-academic vendors; familiarity with university systems and procedures; and the ability to research, analyze, and implement policies and procedures as they apply to evolving Center needs. 

Fiscal Management: Budget responsibility and oversight. 
Monitor, control, reconcile, and review budget status and expenditures for all Simpson Center budgets, including state funds, gifts and endowments, and grants and subcontracts; track and project revenue and expenditures. Track budget revisions and updates; perform cross-systems checks. Generate and analyze status reports for Center leadership and management, for projects and grants. Create budget projections, make strategic management recommendations, and inform strategic planning and continuous improvement efforts by assessing unit budget needs and resources. 
Oversee and monitor accounting practices and procedures to ensure compliance with internal and external audit requirements.  Review, submit, and audit expenditures on unit budgets, including expense transfers, purchasing requests, travel and research reimbursements, payroll, procard and corporate travel account transactions. 
Serve as liaison to College of Arts and Sciences Finance and Administration and Shared Services offices.  

Research administration 
Oversee internal grant submission, review, and notification procedures. Manage with accuracy and discretion the bi-annual funding rounds (approx.125 submissions annually). 
Oversee external grant administration. Serve as unit resource for pre-award and post-award grant development and stewardship and as primary liaison with P-Is, OSP, and GCA to resolve questions and issues. 
Oversee collection and analysis of longitudinal internal grant project data; inform strategic planning by assessing project needs and trends. 

Personnel management and leadership 
Lead all external and internal grants hiring and personnel issues. Serve as point person for hourly hires in unit. Know and interpret UW, state, and federal policies and procedures as well as stipulations of various union contracts in order to advise and counsel faculty, staff, and students. Work with faculty P-Is and Human Resources to craft job descriptions as required for project work and in compliance with HR regulations.  
Manage hiring and appointments of permanent staff. Maintain personnel files in accordance with applicable UW, state, and union rules. 
Responsible for coordinating with Shared Services Center on leave accounting, payroll, timesheet approvals for the SC office. 
Supervise administrative support (Program Coordinator) position (reception, scheduling, fiscal support, clerical, purchasing) and student receptionist(s). 
Lead Simpson Center staff meetings and lead staff in working together to achieve Simpson Center goals. 

Office Management/Supervision 
Oversee unit facilities.  Establish facility use policies.  Ensure high-functioning, well-presented event and working spaces, supporting upwards of 400 of campus and public events, and 25-35 research projects and working groups annually. Evaluate need for repairs, alterations, and minor and major remodeling. Oversee implementation of improvement plans, equipment installations, etc. 
Oversee the set-up and orientation of new staff and scholars to the Simpson Center, including office and computer set-up. 
Supervise procurement of supplies and services for the office.  
Ensure unit compliance with records retention and public records regulations and procedures. Establish unit policies and procedures for records retention in compliance with UW policies and guidelines, and oversees implementation according to schedule. 

Establish and oversee data management systems and strategies. 
Course management.     


  • Bachelor’s degree and 3+ years of increasingly responsible administrative experience including budget management and staff supervision 
  • Demonstrated experience with budgeting and accounting practices effective in complex project cost accounting or activity-based accounting 
  • Excellent organizational and communication skills, with demonstrated ability to interact successfully with diverse stakeholders and clientele. Demonstrated ability to work independently and collaboratively, as part of a team 
  • Ability to problem-solve resourcefully and to use judgment effectively 
  • PC-based computer skills, specifically Microsoft Windows and Office software, emphasizing advanced Excel skills including data sorting, importing data, using complex formulas, and creating pivot tables and linked worksheets 
  • Project and personnel management experience 
  • Experience with the utilization and development of database systems in support of fiscal and administrative practices, and aptitude for learning new applications 
  • Experience with process evaluation and improvement    

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


  • Familiarity with UW policies and Procedures (budget, Human Resources and Travel etc.) 
  • Proficiency with UW administrative systems (My FD, FIN, BGT, OPUS, UWHIRES, and others) 
  • Background and/or interest in working for an arts, humanities, and/or non-profit organization 
  • Masters’ degree in related field such as public administration, higher education, or accounting and/or significant work experience in higher education  

Apply through the UW Employment website, Req. # 126074. For priority consideration, apply by October 28, 2015.


Student Assistant: Communications, Events & Operations

Come help us support great scholarship projects in the humanities. The Simpson Center is looking for a part-time student assistant for communications, events, and general office operations. This includes but is not limited to:

  • Provide front desk reception coverage 
  • Assist in maintaining Center spaces
  • Assist with production & distribution of flyers, e-flyers, event-related materials & email correspondence
  • Format/edit publicity pieces
  • Assist with mailing list maintenance
  • Maintain digital photography & publicity archive, stationery inventory, & supplies
  • Manage Center bulletin boards
  • Organize & track office supplies 
  • Provide event support, including occasional evening hours 
  • Other duties as assigned

The Student Assistant is a part-time position at 8-18 hours per week. Hours are negotiated on a quarterly basis depending on the your class schedule and the Simpson Center’s needs.

Required Qualifications: 

  • Must be an undergraduate student enrolled for at least 6 credits or a graduate student enrolled for at least 4 credits at the UW Seattle Campus
  • Experience with Adobe InDesign
  • Experience with Word, Excel, and PowerPoint 
  • Ability to work independently and exercise good judgment and initiative 
  • Ability to work cooperatively with other students and Simpson Center staff 
  • Excellent customer service skills
  • Excellent oral and written communication skills - editing and proofreading ability, with attention to detail 
  • Strong organizational skills
  • Experience with standard office equipment such as printers, copiers, fax machines, and scanners

Desired Qualifications: 

  • Work-study eligible
  • Experience with Adobe Photoshop
  • Familiarity with basic web design and editing (HTML, Dreamweaver) a plus.
  • Interest in the humanities and the mission of the Simpson Center

To apply please email your résumé and a brief cover letter outlining your experience and interest in the position to