What are the responsibilities and job description for the PROGRAM COORDINATOR position at University of Washington (UW) Medicine?
Req #:
228570
Department:
UW TACOMA
Job Location:
Tacoma Campus
Posting Date:
11/15/2023
Closing Info:
Closes On 11/29/2023
Salary:
$3640 - $4864 per month
Other Compensation:
This position is overtime eligible.
Union Position:
Yes
Shift:
First Shift
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
The University of Washington Tacomais an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacomas commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
The Program Coordinator exercises independent judgment and decision-making pertaining to their tasks while managing multiple projects simultaneously. The Program Coordinator meets time-sensitive deadlines, plans various events and activities, and has frequent contact with faculty, students, staff, and the general public. This position works closely with other members of the departments administrative team in support of the School of Engineering and Technologys graduate and undergraduate programs. The ideal candidate possesses excellent organizational skills, is skilled in project management, and can multi-task with a high degree of accuracy and attention to detail. They have the ability to exercise independent and team-based problem solving. They can prioritize and can function well both independently and in a team environment.
This position will work closely with each program chair to ensure accurate student data tracking, activity documentation for each program, including taking minutes, scheduling meetings, and assisting programs with the accreditation review process. The Program Coordinator will maintain effective and professional working relationships with staff, faculty, students, and other members of the UW and UW Tacoma community. This position provides efficient and effective internal and external communication with prospective and current students, faculty, staff and our community constituents.
This position will report to the Director of Academic Services.
We are looking for people who:
Have a high level of motivation, are excellent at follow-up, and are a team-player that delivers within defined timelines.
Want to apply a diversity, equity and inclusion lens to their work.
Have strong interpersonal, communication, and presentation skills, and can relate positively with culturally diverse populations.
Are a resourceful and creative problem solver.
Have strong organizational skills with attention to detail.
Demonstrated ability to work independently and work a flexible schedule with some evening and/or weekend work.
Ability to independently manage work priorities across multiple projects, meeting competing timelines, with precision and accuracy. Self-motivated and uses available resources to solve problems and answer inquiries.
Able to make independent decisions based on University policies and procedures.
Experience compiling and presenting data.
Are technologically savvy.
RESPONSIBILITIES:
Program Support
Support the engineering and graduate programs.
Collect agenda items, reserve rooms or make zoom arrangements for committee meetings and serve as backup for other meetings when needed.
Draft minutes for each meeting in a timely manner.
Distribute minutes to chairs and management and file in designated shared drive.
Maintain Trumba calendar up to date with program committee meeting information.
Complete and file minutes in a timely manner for program committee meetings and other meetings as assigned.
Work closely with other staff to make sure that program information is accurate on the website.
Work with the Chairs and prepare OPEN meetings yearly meeting schedule.
Assist with program related events:
o New Student Orientation
o Assist with the Thesis & Capstone Proposal Process
o Student Bootcamps and trainings
o Faculty program related meetings, including guest speakers, and research presentations or meetings
o Recruitment events
o Hooding events
Student Data Reports
o Student numbers, stats, and data
o Qualtrics surveys for alumni
Assist with the ABET accreditation process for the academic programs.
Graduate handbook updates.
MCL & Certificate Registration
Manage SFS scholarship application in Apply (MCL)
o Assign application reviewers
o Communicate with students about upcoming deadlines/required materials
o Work with MCL Chair to make updates to the application as-needed
Assist with faculty add codes for students when needed.
Assist with data collection for accreditation reviews (ABET)
Program Support HR-Student Employees
Prepare necessary paperwork and process student hires from both state and grant funds in support of teaching and research for SET faculty (up to 60 students quarterly).
o Work with and serve as point of contact for the faculty with the hiring process for:
o Graders, Mentors, Tutors, Undergraduate RAs
o Stipend Payments
o Graduate Student Appointments
o Collect hiring documents, including Personal Data Forms, I-9 documents, background check forms, request sexual misconduct background checks.
o Enter and/or update appointments in Workday.
o Serve as a Workday Time and Absence Initiate for SET; act as backup Time and Absence.
o Approver for student workers; interpret and implement leave policies as needed.
o Work closely with UWT HR and ISC on the student hiring process.
Admissions Support
Processing admission applications
o Check that all documents are submitted
o Send reminders to applicants to submit missing documents
Assigning faculty reviewers
o Send reminders to faculty reviewers
Compile review scores for admission
Update admission letters from the Dean/Faculty
Update denial letters
Send an automatic email from the system and follow up with a pdf version of a letter to each individual student.
Defer requests
Enrollment Deposit tracking
Assist with registration for new students
Assist International Student coordination
o TOEFL or other English proficiency
o Admission letters
o Post-graduation skills letters for visa CPT and OPT
Website
Update academic program pages with updated program information, information sessions, scholarships, and other program needed updates.
Provide key support for SET website/intranet management (making necessary edits as requested, ensuring all information is accurate), and responding to edit requests in a timely manner.
Collaborate with faculty and advisors to create program-specific pages (such as the Freshman Direct Admission Program all undergraduate/graduate program pages).
Create user-centered, responsive web pages and features that highlight important information about SET programs.
Integrate design concepts that align with UWs branding requirements.
Utilize HTML to embed content outside of Drupals capabilities (i.e. embedding videos and PDFs into our pages, which Drupal doesnt provide without required coding).
Maintain and support developing web pages for SET by developing templates, customizing design, and enabling pages to be responsive in content management platforms.
Other Tasks
Serve as backup for other Program Coordinators.
Answer departments telephone as needed.
Assist front desk students with questions.
Develop training for front desk students for required technologies, such as our ticketing system (Deskpro).
Monitor departmental voicemail box and notify appropriate persons of absences, late arrivals, etc.
Cover front desk, pick up phones, distribute mail, greet guests as needed.
Assist with School events (evenings and weekends when needed).
Other duties as assigned.
MINIMUM REQUIREMENTS:
High school graduation or equivalent AND two years of experience in the program specialty (higher education program support or student services) OR equivalent education/experience.
ADDITIONAL REQUIREMENTS:
Experience working with a diverse population.
Experience providing administrative support, overseeing and executing office operations.
Experience with course scheduling or enrollment management.
Excellent verbal and written communication with strong customer-service skills.
Excellent organizational and time management skills with the ability to handle multiple projects with precision and accuracy.
Self-motivated and uses available resources to solve problems and answer inquiries.
Commitment to diversity and inclusion, and the ability to work with individuals from diverse backgrounds.
Experience with Microsoft Office suite (e.g., Word, Excel, Access), Adobe Pro, and performing intermediate software functions including mail merges, use of formulas, pivot tables in spreadsheets, charts, etc.
DESIRED:
Associates degree
Experience with taking meeting minutes.
Experience and familiarity with academic programs/student services in a higher education setting.
Drupal and website editing experience.
For detailed information on Benefits for this position, click here.
The University of Washington Tacomais an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacomas commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.
The Program Coordinator exercises independent judgment and decision-making pertaining to their tasks while managing multiple projects simultaneously. The Program Coordinator meets time-sensitive deadlines, plans various events and activities, and has frequent contact with faculty, students, staff, and the general public. This position works closely with other members of the departments administrative team in support of the School of Engineering and Technologys graduate and undergraduate programs. The ideal candidate possesses excellent organizational skills, is skilled in project management, and can multi-task with a high degree of accuracy and attention to detail. They have the ability to exercise independent and team-based problem solving. They can prioritize and can function well both independently and in a team environment.
This position will work closely with each program chair to ensure accurate student data tracking, activity documentation for each program, including taking minutes, scheduling meetings, and assisting programs with the accreditation review process. The Program Coordinator will maintain effective and professional working relationships with staff, faculty, students, and other members of the UW and UW Tacoma community. This position provides efficient and effective internal and external communication with prospective and current students, faculty, staff and our community constituents.
This position will report to the Director of Academic Services.
We are looking for people who:
Have a high level of motivation, are excellent at follow-up, and are a team-player that delivers within defined timelines.
Want to apply a diversity, equity and inclusion lens to their work.
Have strong interpersonal, communication, and presentation skills, and can relate positively with culturally diverse populations.
Are a resourceful and creative problem solver.
Have strong organizational skills with attention to detail.
Demonstrated ability to work independently and work a flexible schedule with some evening and/or weekend work.
Ability to independently manage work priorities across multiple projects, meeting competing timelines, with precision and accuracy. Self-motivated and uses available resources to solve problems and answer inquiries.
Able to make independent decisions based on University policies and procedures.
Experience compiling and presenting data.
Are technologically savvy.
RESPONSIBILITIES:
Program Support
Support the engineering and graduate programs.
Collect agenda items, reserve rooms or make zoom arrangements for committee meetings and serve as backup for other meetings when needed.
Draft minutes for each meeting in a timely manner.
Distribute minutes to chairs and management and file in designated shared drive.
Maintain Trumba calendar up to date with program committee meeting information.
Complete and file minutes in a timely manner for program committee meetings and other meetings as assigned.
Work closely with other staff to make sure that program information is accurate on the website.
Work with the Chairs and prepare OPEN meetings yearly meeting schedule.
Assist with program related events:
o New Student Orientation
o Assist with the Thesis & Capstone Proposal Process
o Student Bootcamps and trainings
o Faculty program related meetings, including guest speakers, and research presentations or meetings
o Recruitment events
o Hooding events
Student Data Reports
o Student numbers, stats, and data
o Qualtrics surveys for alumni
Assist with the ABET accreditation process for the academic programs.
Graduate handbook updates.
MCL & Certificate Registration
Manage SFS scholarship application in Apply (MCL)
o Assign application reviewers
o Communicate with students about upcoming deadlines/required materials
o Work with MCL Chair to make updates to the application as-needed
Assist with faculty add codes for students when needed.
Assist with data collection for accreditation reviews (ABET)
Program Support HR-Student Employees
Prepare necessary paperwork and process student hires from both state and grant funds in support of teaching and research for SET faculty (up to 60 students quarterly).
o Work with and serve as point of contact for the faculty with the hiring process for:
o Graders, Mentors, Tutors, Undergraduate RAs
o Stipend Payments
o Graduate Student Appointments
o Collect hiring documents, including Personal Data Forms, I-9 documents, background check forms, request sexual misconduct background checks.
o Enter and/or update appointments in Workday.
o Serve as a Workday Time and Absence Initiate for SET; act as backup Time and Absence.
o Approver for student workers; interpret and implement leave policies as needed.
o Work closely with UWT HR and ISC on the student hiring process.
Admissions Support
Processing admission applications
o Check that all documents are submitted
o Send reminders to applicants to submit missing documents
Assigning faculty reviewers
o Send reminders to faculty reviewers
Compile review scores for admission
Update admission letters from the Dean/Faculty
Update denial letters
Send an automatic email from the system and follow up with a pdf version of a letter to each individual student.
Defer requests
Enrollment Deposit tracking
Assist with registration for new students
Assist International Student coordination
o TOEFL or other English proficiency
o Admission letters
o Post-graduation skills letters for visa CPT and OPT
Website
Update academic program pages with updated program information, information sessions, scholarships, and other program needed updates.
Provide key support for SET website/intranet management (making necessary edits as requested, ensuring all information is accurate), and responding to edit requests in a timely manner.
Collaborate with faculty and advisors to create program-specific pages (such as the Freshman Direct Admission Program all undergraduate/graduate program pages).
Create user-centered, responsive web pages and features that highlight important information about SET programs.
Integrate design concepts that align with UWs branding requirements.
Utilize HTML to embed content outside of Drupals capabilities (i.e. embedding videos and PDFs into our pages, which Drupal doesnt provide without required coding).
Maintain and support developing web pages for SET by developing templates, customizing design, and enabling pages to be responsive in content management platforms.
Other Tasks
Serve as backup for other Program Coordinators.
Answer departments telephone as needed.
Assist front desk students with questions.
Develop training for front desk students for required technologies, such as our ticketing system (Deskpro).
Monitor departmental voicemail box and notify appropriate persons of absences, late arrivals, etc.
Cover front desk, pick up phones, distribute mail, greet guests as needed.
Assist with School events (evenings and weekends when needed).
Other duties as assigned.
MINIMUM REQUIREMENTS:
High school graduation or equivalent AND two years of experience in the program specialty (higher education program support or student services) OR equivalent education/experience.
ADDITIONAL REQUIREMENTS:
Experience working with a diverse population.
Experience providing administrative support, overseeing and executing office operations.
Experience with course scheduling or enrollment management.
Excellent verbal and written communication with strong customer-service skills.
Excellent organizational and time management skills with the ability to handle multiple projects with precision and accuracy.
Self-motivated and uses available resources to solve problems and answer inquiries.
Commitment to diversity and inclusion, and the ability to work with individuals from diverse backgrounds.
Experience with Microsoft Office suite (e.g., Word, Excel, Access), Adobe Pro, and performing intermediate software functions including mail merges, use of formulas, pivot tables in spreadsheets, charts, etc.
DESIRED:
Associates degree
Experience with taking meeting minutes.
Experience and familiarity with academic programs/student services in a higher education setting.
Drupal and website editing experience.
Salary : $3,640 - $4,864
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