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 29 full-time faculty and 16 staff members serving on average 800 undergraduate majors, 200 graduate students as well as non-majors enrolled in courses.
The Center for Communication, Difference, and Equity (CCDE) has an outstanding opportunity for a Program Operations Specialist.
The Center for Communication, Difference, and Equity (CCDE) is seeking an equity-focused individual (at 100% FTE) to manage the administrative aspects of the CCDE, which includes the responsibilities of, but are not limited to, providing administrative support to the Director and Associate Directors, event planning, purchasing, budget reconciliation and management, research project support, administrating the graduate certificate in Critical Race Public Scholarship, and supporting efforts in stewardship and relationship-building both on and off campus. This position reports to the Director of the CCDE but works and leads independently on projects with delegated authority. In addition, this position will be the lead CCDE liaison to the Department of Communication administrative professional staff team.
Since this is a position that works and often leads independently on projects, it requires a high degree of autonomy, and expectation of strategic thinking, independent judgment and decision making, idea bringing, as well as working well under tight deadlines. This position also requires amassing extensive knowledge about UW policies and processes, in particular as they relate to race and equity, grant applications, and the stewarding of resources.
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, ability to think independently, and work collaboratively are necessary attributes.
Moreover, as this position will often deal with unique problems and circumstances, a great deal of tact, decorum and flexibility especially when interacting with community members, and requires skills to troubleshoot and communicate technical system problems to the team. A strong sense of ethics in handling confidential matters is a must. The Program Operations Specialist works with multiple administrative, funding and compliance policies requirements including the University of Washington full campus, corporate funders, and other research and teaching entities. This position must identify funding opportunities for the CCDE’s faculty and graduate students, and coordinate grant applications, as well as research collaborations.
The University has committed to a campus-wide Race and Equity Initiative, which seeks to build equitable opportunities and outcomes for all students, inclusive of racial and ethnic identity. The CCDE has a mission that directly fulfils the mission of this campus-and-community-wide initiative. The CCDE cannot run without a Program Operations Specialist.
50% Administrative •Administrative support to the Director and Associate Directors, including scheduling, reimbursement, budget planning and tracking, project managing and workflow tracking, purchasing, Procard reconciliation •Managing research projects, including IRB, files, •Liaison w/ department staff on budgetary compliance, events management, and additional areas •Administrate the Certificate in Critical Race Public Scholarship program, including admissions, tracking student progress, and supporting faculty •Support stewardship efforts, including keeping tracks of gifts, liaison with UW Development, and administering advisory boards communication and scheduling •Organize and contribute to strategic planning initiatives related to CCDE operations and evolution •Ensure compliance with University policies •Identify bottlenecks and other opportunities to streamline CCDE processes and implement corrective action as appropriate •Other duties as assigned
30% Communication, Events and Outreach •Plan and coordinate all CCDE events, including but not limited to research panels, graduate student research meetings, and annual CCDE conference. •Produce or oversee all CCDE communications, including but not limited to maintaining CCDE website, social media, newsletters, list-serves and blog. •Coordinate with other UW offices and departments on campus wide events such as UW MLK Week. •Coordinating with COM communication and outreach team to produce stories, social media content, and website design and update.
15% Budget Management and Reporting •Reconcile CCDE budgets and track expenditure and allocations. •Draft budgets for grant and research proposals. •Oversee and administer funding for the CCDE Collaborative Project Grants.
5% Development, Grant Research •Identify relevant research grants •Oversee the CCDE Collaborative Research Grants, including but not limited to publicity, collating and reviewing applications, communicating with recipients, ensuring budget compliance, assisting in research processes as needed, and assisting in publicizing the findings.
REQUIREMENTS: •Bachelor's Degree in Communication, Ethnic Studies, Gender, Women, Sexuality Studies, Education or comparable and 2-3 years of related experience in the workplace, or commensurate activity •Demonstrable experience in diversity, equity, and inclusion focused-work •Demonstrated ability to synthesize complex information and advise a diverse pool of clients •Ability to exercise discretion, maintain confidentiality, and use independent judgment •Ability to prioritize multiple projects and meet deadlines •Proficiency 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 CCDE stakeholders •Strong, 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 simultaneously •Proven 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 manner •Event management experience should include strategic planning, securing venue, catering, invitation design, attendee registration, liaising and tracking, promotion, and show flow •Aptitude and willingness to learn proprietary software and systems quickly •Must value and contribute to the CCDE and UW’s commitment to inclusiveness and diversity •Flexibility to meet changing needs
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED EXPERIENCE •Experience in a strongly relational office environment with a "high touch" approach •Proficiency using Adobe Creative Suite, Eventbrite, Convio •Working knowledge of UW administrative systems including the SDB, PaymentNet, Ariba, MyFinancial Desktop
Working Environmental Conditions Ability to work evening and weekend hours, as necessary, on short or limited notice.
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 Workforce 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.
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.