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The Institute for Protein Design (IPD) at the University of Washington in Seattle is creating a new world of synthetic proteins to address 21st-century challenges in medicine, energy, and technology. The IPD is a unique interdisciplinary environment where world-class researchers with expertise in computing and software, biochemistry, genome sciences, biological structure, pharmacology, immunology and other basic science disciplines, as well as clinical medicine, work together to both computationally design and experimentally characterize novel biomolecules. Current projects include the design of novel therapeutics for cancer, neurological diseases, and more, as well as new vaccines, nanomaterials, and enzymes. For more detailed information about the Institute for Protein Design please see www.ipd.uw.edu .

Under the general direction of the Institute for Protein Design (IPD) Chief Strategy and Operations Officer and Executive Assistant to the Director of the IPD, the IPD Events Program Operations Coordinator exercises independent judgment to provide complex administrative support as a key member of the IPD’s administrative staff. This person will be expected to exercise initiative and have the ability to work effectively in a team environment with IPD and campus partners. The IPD Events Program Operations Coordinator will be responsible for supporting a variety of programmatic events at the IPD with duties as detailed below.

RESPONSIBILITIES:

60% IPD Events Programmatic Coordinator.
• Create, implement, manage, execute, and evaluate IPD events, including both in-person and virtual events, and including some events on evenings and weekends.
• Recruit and train event volunteers and student workers to help with event execution.
• Provide the operational support needed to keep events running smoothly, including maintaining supplies and creating/acquiring signage; troubleshoot and resolve issues at events, whether managing events on-site or remotely.
• Manage purchasing of supplies for coffee, events, and conference room cleanliness and organization.
• Communicate with event stakeholders and IPD leadership regarding event, project, or program planning, including upcoming decisions, deadlines, red-flags, challenges, etc.
• Support planning and coordination of arrangements for repeat conferences, symposiums, seminars, meetings, recruitment activities, and one-time events.
• Manage set up and breakdown of events.
• Adhere to program planning and guidelines, coordinating logistics such as scheduling meeting rooms, participants, working with facilities, catering, classroom services and lodging venues.
• Communicate regularly with event planning team via in-person meetings, by phone, and via email, provide accurate and efficient information regarding events and logistics to team and update with progress.
• Coordinate travel, lodging and accommodations for visiting lecturers and guests.
• Support special event RSVP and attendance processes, and coordinate arrangements for VIP attendees and guests.
• Facilitate conference and event planning and evaluation meetings, plan and monitor event deadlines, record accurate minutes detailing meeting decisions and next steps.
• Assist IPD Leadership with the development of new programs and events and co-sponsored events and manage the co-sponsorship process.
• Support processing of reimbursement for events and meetings.
• Support data entry into in MyIPD for related to programmatic events.
• Collaborate with IT, lab members, and administrative staff to support development, implementation, and maintenance of wiki, Mattermost, and MyIPD data content related to undergraduate programs and IPD events.
• Provide backup support for calendaring of IPD faculty and leadership.

40% Academic Undergraduate Program Event Support
• Provide administrative event support for IPD undergraduate research programs including mentored projects, summer undergraduate fellowships, and the Jupiter academic year undergraduate internship program.
• Coordinate collection of all required documentation for lab members in association with undergraduate programs.
• Work closely with IPD Senior Lab Manager to coordinate events related to undergraduate academic programs.
• Coordinate logistics with URP Group for IPD’s summer undergraduate fellows.
• Support development and maintain forms, manuals, and other materials related to the undergraduate program events.
• Respond to questions and concerns related to IPD undergraduate programs events.
• Work closely and in collaboration with IPD Senior Lab Manager.
• Work with IPD Scientific Communications Manager to ensure website is updated and current for postdoctoral scholar talks and interviews.
• Support volunteer onboarding and timesheet collection.
• Collaborate with faculty and IPD Executive Assistant to ensure VISIT/VISER forms are completed.

MINIMUM REQUIREMENTS:
High school graduation or equivalent AND two years of full-time experience in the program specialty OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:
• Experience in providing administrative support, overseeing and executing office operations.
• Able to maintain confidentiality appropriately.
• Experience working with a diverse population.
• Excellent oral and written communication and customer service skills.
• Proficiency using Microsoft Office and Google applications.
• Excellent organizational skills.

DESIRED:
• Two to four years working in an office environment.

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