Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 226752 Department: UW TACOMA Job Location: Tacoma Campus Posting Date: 11/30/2023 Closing Info: Open Until Filled Salary: 75% OF $4,859-$5,500 per month Other Compensation: Shift: First Shift Benefits: 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.
Please note that this position has been re-posted. If you have already submitted your application, you need not submit it again, as it has already been received.
Although open until filled, priority application date is December 15, 2023. The University of Washington Tacoma is 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 Tacoma’s 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 Milgard School of Business, University of Washington, Tacoma is committed to being a welcoming campus community that exhibits and enacts the values of justice, diversity, equity, and inclusion. We seek candidates who will not only enhance our representational diversity but whose work contributes to socially just, diverse, equitable, and inclusive learning and working environments for our students, staff, and faculty. We hope to identify individuals who will actively engage in our mission that all constituents have an opportunity to succeed.
The Program Operations Specialist (75% FTE) provides operations, fiscal, event, marketing, and communications management for the Center for Leadership & Social Responsibility (CLSR) in the Milgard School of Business at the University of Washington Tacoma. The Center for Leadership & Social Responsibility champions educational opportunities and innovative solutions to address pressing social, business, and environmental issues. We develop ethical leaders, create mutually beneficial partnerships, and empower students to positively contribute to communities in the South Puget Sound region, while learning from community leaders. This mission is achieved through activities that are geared toward higher education, scholarship, and community engagement with a special focus on activities that engage multiple stakeholder groups. Center goals include:

Developing ethical and dynamic leaders equipped to build, transform, and lead organizations that are both principled and profitable.

Accelerating the development of innovative solutions to pressing social and environmental issues.

Engaging in personal, institutional, and societal efforts that highlight the business case for justice, equity, diversity, and inclusion.
Reporting directly to the Executive Director of the Center, the person in this position will regularly communicate with the Director and prioritize the tasks and goals of the Center. This position provides project management for various CLSR programs (e.g., Internal and Invitational Case Competitions, the Milgard Women's Initiative, and Lead Your Way, a high school leadership development program). The CLSR Program Operations Specialist will design and execute projects that will interface with a variety of both internal and external organizations for the purpose of creating networking, outreach, and development opportunities. The position regularly exercises independent judgment and discretion in work related to office operations, internal and external communications, community outreach, budgets and expenditures, and meeting and conference logistics.
This is a part-time, 75% FTE position.
Responsibilities:
Manage CLSR Daily Operations (60%)

Consult with the CLSR Executive Director and Milgard School of Business Operations Director to create policies and procedures to support CLSR programmatic efforts. Recommend adjustments and revisions of processes as needed and appropriate; communicate policies to internal and external constituents.

Serve as the primary coordinator of program resources and budgets to help the Executive Director discern highest and best use of resources to support Center goals in alignment with Milgard leadership goals.

Organize and maintain a comprehensive record-keeping system for fiscal activity.

Prepare procurement transactions such as payments to individuals, e-reimbursements, non-PO invoices, Blank Purchase Orders, catalog ordering and travel expense reimbursements.

Process expense transfers and reconcile budgets through Workday.

Ensure compliance with departmental, institutional, and state policies, rules, and regulations regarding fiscal processes.

Interface with students, faculty, staff & community concerning Center resources, activities, and collaboration possibilities.

Assist the center director in preparing grant applications and sponsorship proposals.

Work with Milgard and UW-Tacoma development offices on matters related to major gifts from companies.

Track center data and provide periodic budget and progress reports around current projects.

Manage student workers as needed.
Project Work (25%)

With the guidance of the Director, design and manage outreach activities & events, professional education, and speakers’ series.

With guidance from the director and Milgard Women's Initiative (MWI) Advisory Council, assist with logistics, oversight, and coordination of the MWI mentoring program and other MWI initiatives.

With guidance from the director and the CLSR Advisory Board, assist with logistics, oversight, and coordination of CLSR Advisory Board meetings, retreats, and projects/events.

Case Competitions, Events and Conferences: Research and secure facilities for case competitions, events, and conferences; create and execute project timelines; create necessary communications; secure necessary resources; interface with School leadership and staff, as required. Lead face-to-face and online events.

As directed by the Director, collect information and metrics from other schools of business across the country focused on leadership & social responsibility. Create reports and informational documents for gathered materials.

Create databases and spreadsheets to track work and data, and provide periodic budget reports and progress reports around current projects.
Manage CLSR Communications (15%)

Produce written project reports and outreach materials, highlighting information central to the activities, goals, and objectives of the CLSR.

Provide scheduling and task coverage to: retrieve and process voicemail messages, manage Center email accounts and social media; receive and refer suite visitors; staff meetings and committees as required; develop Catalyst, Qualtrics, and scheduling surveys. Oversee and manage high-level Center communications to and from internal sources as well as local, regional, and national audiences.

Develop and manage Center's Content (e.g., in-print, digital, social media and website)

Prioritize scheduling of communications and meetings to support Center goals and manage internal and external relationships.

Independently review and respond to inquiries concerning Center programs. Interface with the Director concerning confidential and high-level communications.

Attend key events to interact with internal and external constituents.

Organize & lead face-to-face and virtual meetings as determined by the Center director.

Assist with organizing Advisory Council meetings, including taking minutes and overseeing documentation and dissemination of materials to Council members, with the guidance of the Center director.
Minimum Requirements:

Bachelors degree

At least 3 years of experience with administrative and program management.
Additionally:

Excellent time management, organization, and interpersonal skills.

Strong writing skills

Demonstrated ability to work independently and work a flexible schedule with some evening and/or weekend work.

Ability to work collaboratively in a dynamic, evolving environment.

Experience using computer programs such as MS Office Word, Access, Excel, Power Point, Zoom and Adobe Creative Suite.
Equivalent education or experience may substitute for stated requirements.
Desired Qualifications:
Event planning & higher education program development experience but not required.
This position requires a flexible schedule and the ability to work occasional evenings and weekends to meet deadlines or support program events. Occasional travel with the State of Washington and /or other U.S. States could be required.
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.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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