The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The Communication Department is housed in the Social Sciences Division of the College of Arts & Sciences at the University of Washington. The Department provides a rigorous environment for highly motivated students looking for a profound educational experience within the discipline of Communication. The Department has 28 full-time faculty and 17 staff members serving on average 800 undergraduate majors, 200 graduate students as well as non-majors enrolled in courses. The Communication Leadership graduate program (Comm Lead) is a professional degree program, established in the Department in 2000. There are roughly 150 Comm Lead graduate students enrolled each year, divided between two degrees: the Master of Communication in Digital Media, and the Master of Communication in Communities and Networks. The University of Washington Communication Department has an outstanding opportunity for a Program Operations Specialist for Comm Lead. This is a 100% FTE Professional Staff appointment. This is an exciting opportunity to join a team that serves a robust masters program at the heart of a large, public research university. This position reports to the Director of Comm Lead but works and often leads independently on projects with delegated authority, a high degree of autonomy, and expectation of strategic thinking, common sense, and drive.The Program Operations Specialist is part of the Comm Lead professional staff team. This is a collaborative leadership role, managing operations for key aspects of Comm Lead programs. Responsibilities include, but are not limited to: leading program events; managing academic personnel logistics of hiring and onboarding; curriculum management, coordinating outreach to faculty and students; and leading the admissions process. The Program Operations Specialist is the lead liaison to the Department of Communication administrative professional staff team.The position requires amassing extensive knowledge about UW policies and processes that support graduate education. The person must be independent and experienced with front-line support via email, phone, and in-person visits and skilled at dealing with graduate applicants and students as they maneuver through their academic experience. This individual will often deal with unique problems and circumstances requiring a great deal of tact and flexibility especially when advising faculty and staff, and requires skills to troubleshoot and communicate technical system problems to the team.The Program Operations Specialist must be highly organized, fiscally astute, work well under tight deadlines, thrive in a position with many moving parts, and connect meaningfully with a variety of audiences and across diverse contexts. A commitment to superb communication, professionalism, the ability to think independently, and work collaboratively are necessary attributes.Responsibilities:Event managementDesign and facilitate all aspects of Program events ranging in size from small to large (10-200 participants), including arranging venues, catering, purchasing, participant registration and recognition, volunteer engagement, event setup / teardown, coordinating communications, advertising and website updates with the Outreach staff.Admissions process managementFacilitate cyclical launch and review of fee-based masters program applications to include coordinating and orienting the review committee, documenting and communicating results, onboarding and orienting new studentsManage records retentionLiaise with Continuum College to ensure alignment with timing and protocolsAdvise faculty, staff and applicants on issues related to graduate education policies and procedures and admissionsCurriculum LogisticsCollaborate with Program leadership on strategic planning to coordinate and fulfill course needs and the timing thereofManage the time scheduleFacilitate course related technologyCoordinate hiring of Teaching Assistants and Reader/Graders as neededAcademic Personnel Onboarding and SupportFacilitate and liaise with Department and Academic HR to hire and onboard new faculty including presenting for Department faculty voteManage new hire and renewal documentation and maintain records for retention purposesOrient and train new instructors and update current instructors on UW policies and procedures including use of Canvas, Libraries and other UW systems; includes troubleshooting onsite classroom technologyAdvise academic personnel on policies and proceduresStudent SupportCollaborate with Graduate Program Assistant Director of Academic Services to advise students on academic program and degree progress, course selection, filing for graduationFacilitate student awards, scholarships and fellowshipsAssist with coordinating student workshops, experiential learning and career enhancement opportunitiesTroubleshoot in-class technology as neededAdvise current students on issues related to graduate education policies and proceduresProvide support for MyGrad ProgramSupport Communication Leadership Director (including stewarding Program resources) Facilitate meetings, travel, reimbursements, purchasing, Procard reconciliation, budget monitoring and reporting as neededCollaborate with and support Program leadershipOrganize and contribute to strategic planning initiatives related to Program operations and evolutionSpace managementPrepare and present information to and on behalf of the ProgramEnsure compliance with University policiesIdentify bottlenecks and other opportunities to streamline Program processes and implement corrective action as appropriateOther duties as assignedMinimum Qualifications:Bachelor's Degree and 2-5 years of related experience in the workplace, or commensurate activity, preferably at an institution of higher educationDemonstrated ability to synthesize complex information and advise a diverse pool of clients on policy and processAbility to exercise discretion, maintain confidentiality, and use independent judgmentAbility to prioritize multiple projects and meet deadlinesProficiency with personal computing environment, including data and content management systems; experience with Microsoft Windows-based systems and proficiency in Microsoft Office applications.Enthusiasm and ability to be point of first contact for a range of Comm Lead stakeholdersStrong, entrepreneurial approach to written communication and interpersonal engagement: a professional manner with the ability to work well with diverse populations via phone, in writing, and in person; ability to communicate clearly, diplomatically and effectively; demonstrated ability to manage a number of complex, multifaceted relationships and tasks simultaneouslyProven organizational, event and project management skills: ability to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline driven environment in an organized and professional mannerEvent management experience should include strategic planning, securing venues, catering, invitation design, attendee registration, liaising and tracking, promotion, and show flowAptitude and willingness to learn proprietary software and systems quicklyMust value and contribute to the UW's commitment to inclusiveness and diversityFlexibility to meet changing needsDesired Qualifications:Degree in Communications, Media, or a related fieldExperience working in/with an interdisciplinary or liberal arts educational contextExperience in a strongly relational office environment with a "high touch" approachProficiency using Adobe Creative Suite, Eventbrite, Convio, Slack, Google applicationsExperience working with MyGrad Program (MGP)Working knowledge of UW administrative systems including the SDB, PaymentNet, Ariba, MyFinancial DesktopCondition of Employment:Ability to work evening and weekend hours on short or limited notice as necessaryMust have regular and reliable transportation for local travel and be willing to travel when necessaryApplication Process:Part of the application process for this position includes completing a Cover Letter assessment and an online Employment Eligibility assessment to obtain additional information that will be used in the evaluation process. The assessment will appear on your screen for you to complete as soon as you select "Apply to this Position" on this job announcement. Once you begin the assessment, it must be completed at that time. 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 the assessment is complete.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.