Program Coordinator

Job Description

PROGRAM COORDINATOR

Req #: 233642 Department: UW BOTHELL Job Location: Bothell Campus Posting Date: 06/03/2024 Closing Info: Closes On 06/17/2024 Salary: $3,640 - $4,864 per month Other Compensation: Union Position: Yes 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. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The Department of Orientation & Transition Programs has an outstanding opportunity for an Orientation & Transition Program Coordinator (NE S SEIU 925 Non Supv).
Under general supervision from the Associate Director of Orientation & Transition Programs, the Orientation and Transition’s Program Coordinator provides and facilitates a variety of administrative and operational support services to all the programs in Orientation and Transition Programs Office. This position serves as a contact and resource for students and university staff and faculty in understanding and accessing the unit’s services, activities, and events and utilizes independent judgment to implement department Programs and University policies and procedures.
DUTIES AND RESPONSIBILITIES
Coordinate and manage the administrative support for Orientation & Transition Programs

Serve as primary front desk reception and point of contact for the Orientation & Transition Programs.

Maintain database, files, student correspondence ensuring guidelines with FERPA and the WAC. Manage orientation registration system and databases.

Manage Peer Coaching assignments and data in Peer coaching database and EAB Navigate.

Prepare and present reports and updates for programming staff. This includes program check-in materials.

Create all email correspondence with program participants.

Order supplies and coordinate bids and purchasing contracts with vendors.

Work with Student Database to assist students with course registration and adding & removing registration holds for new students.

Be primary point of contact for campus partners and academic departments for getting reports on Orientation attendance and troubleshooting student conflicts.

Manage housing and food needs for all students attending programs and the primary contact for conference housing, food services, and off-campus food vendors.
Manage and create communication and marketing efforts for office, this includes website management, email correspondence, and design and coordination of all other publications and social media

Provide excellent customer service to both on campus partners and incoming students and families.

Manage all incoming and outgoing communication through the Orientation & Transition Program’s inbox.

Manage phone system; exercise independent judgement in screening, triaging, and escalating calls as appropriate and responding to inquiries and troubleshooting concerns.

Build out and update content in Navigate Student App with content to support UWB students.

Primary website design for OTP, including our required on-line Orientation Program for all students.

Content creation and management for OTP social media outlets.
Assist with budget reconciliation and record keeping

Assist with reconciliation and financial reporting.

Create forecasting reports on spending and revenue for each admission and program cycle, assuring that enrollment trends are matching expectations and budgeted expenses.

Maintain all budget files for quick and easy access.

Coordinate and process billing and collecting of program fees from students and parents.
Program assessment and reporting

Work with program staff to design assessment plan for all OTP programs.

Analyze data and create reports for program staff.

Other duties as assigned.
MINIMUM REQUIREMENT
High school graduation or equivalent AND two years of experience in office management/administration OR equivalent education/experience.
ADDITIONAL REQUIREMENTS

Strong email and interpersonal skills; ability to communicate effectively with diverse audiences.

Proficient in Microsoft Office suite, and a willingness to work with new software, technologies, and systems.

Commitment to valuing diversity and contributing to an inclusive work and learning environment.

Excellent organizational skills, time management skills and attention to detail.

Comfortable in fast paced environment and multi-tasking.

Strong communication and writing skills.

Strategic thinking, sound judgment and discretion with access to sensitive information.

Previous experience working with students in an administrative setting and/or familiarity with academic advising.

Experience with marketing and design work.

Demonstrated ability to perform professionally and with discretion under the pressure of multiple deadlines and demands.
DESIRED REQUIREMENTS

Bachelor degree

Direct and demonstrable experience in the planning and the logistical coordination of programs and events.

Advanced skills and experience with Microsoft Office and web design.

Experience working with MySQL and MyPHP.

Experience working with EAB Navigate

Experience working with Mongoose Texting platform.

Experience with video editing.

Experience with University of Washington Student Database and UW Enterprise Data Warehouse.

Database management experience.

Experience with doing survey design and program assessment.
CONDITION OF EMPLOYMENT

Ability to work some evening and weekend hours, as necessary, on short or limited notice

Some travel may be expected.

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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