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The Associate Director of MBA Program Operations provides innovative academic and student services for Foster Full-time and Evening MBA students. The Associate Director is responsible for development, planning, implementation, and management of registration services, time schedule activities, degree audits, and assists with various student programs and events. This position reports to the Director of MBA Program Operations and collaborates with other MBA Program Office leadership and staff to enhance the Foster MBA student experience.

This position reports to the Director of Operations to support the critical functions of the Full-time and Evening MBA Programs including, but not limited to, room and classroom scheduling, student scholarships, student registration, tracking of degree progress and graduation requirements, among other activities as described below. The responsibilities of this position are critical to providing services to approximately 600 students across 2 of the largest graduate programs at the UW Foster School of Business.

This position requires knowledge of many different University and Foster School systems and operations, including, but not limited to, class scheduling/time schedule systems, Foster’s EMS and pre-registration systems, EDW and SDB, MyGrad and DARS, and Foster database/CRM tools (such as Salesforce). This position requires interactions with colleagues in the MBA Program Office, school deans, students, faculty, and staff from other Foster departments and the larger UW community. Additionally, this position requires critical thinking and strong communications skills to analyze, manage, and report on complex data, and to collaboratively develop, plan, and implement solutions to issues that impact the stakeholders.

RESPONSIBILITIES:

Class Scheduling and Registration

•Assign classrooms for all undergraduate and graduate Foster programs (including Undergraduate, Full-time MBA, Evening MBA, EMBA, TMMBA, GEMBA, Hybrid MBA, MS Entrepreneurship, MSIS, MSCM, MS BA, MS Tax, MPAcc, and PhD) each quarter.
•Evaluate and review all time schedule input by departments to ensure accuracy. Follow up with departments when time schedule submissions are different from requested classes.
•Develop room scheduling calendar for all Foster programs based on the UW Registration calendar and communicate with departments. Oversee implementation and adherence to UW Learning Spaces Policy at Foster School. Collaborate and act as liaison with UW Registrar’s Office to interpret the new policy and negotiate for compromises to fit the needs of Foster School.
•Serve as liaison and point of contact for all inquiries between the UW Time Schedule Office and the 5 Foster School academic departments to ensure clear communication regarding all changes to schedules and room assignments for all Foster programs.
•Manage the quarterly time schedule review sheet process, review entire Foster portfolio of classes, and work with departments to correct errors and submit changes to the Time Schedule Office.
•Manage course registration services and systems, including registration, student elective bidding and class enrollment for the Full-time and Evening MBA programs, comprised of approximately 600 students. Develop calendar for bidding and registration for Full-time and Evening MBA students, and work with Directors of Student Affairs to disseminate information about deadlines and registration to students.
•Manage the registration of all Evening MBA students for classes and adjust registration for these students as needed. Work closely with the UW Registrar's Office to resolve registration problems for students.
•Manage wait lists for courses and communication with students regarding class availability.
•Enter Evening MBA tuition charges into SDB on a quarterly basis, adjusting charges as needed.
•Work closely with Directors of Student Affairs, school deans, and core faculty members to develop quarterly core teaching schedules for both Full-time and Evening MBA programs.
•Analyze data from past course schedules and enrollments, EDW data, course evaluations, and current student surveys to assess the level of student interest for various topics, faculty, and courses.
•Manage and update information and instructions on MBA program registration, enrollment, and grading process on the MBA program website and online Student Handbook.

MBA Student Affairs & Administrative Management

•Manage and oversee the scheduling system (EMS) for Foster-controlled classrooms, MBA team rooms, and other public spaces. Act as administrative authority on this system for all requests from Foster staff and faculty for these rooms, granting approval for use as appropriate and pursuant to policies and priorities developed by the Foster School of Business. Work closely with the Foster School facilities group to ensure users are aware of relevant policies.
•Assist the Director of MBA Program Operations with implementation, tracking, and disbursement of scholarship awards, including entering awards into AcademicWorks scholarship system, communicating awards to students, ensuring submission of required thank you letters, and disbursement of awards via SDB system.
•Provide information about scholarship awards to enable monthly reconciliation of the scholarship budgets by a member of the Dean’s Office fiscal team.
•Provide information to Dean’s Office HR team to establish stipend appointments for scholarship awardees receiving non-resident differential waivers. Monitor these appointments and deal with exceptions to the stipend/waiver process by working with the Graduate School.
•Manage the student section and team assignments on a quarterly basis for the Full-time MBA program and annually for the Evening MBA program. Disseminate this information to students/faculty/staff.
•Manage, maintain, and oversee student grades including transcripts, collection, calculation, and distribution of course grades to students.
•Process graduation requests from students in MyGrad, including sending initial email of remaining requirements and final approval once grades are recorded/requirements are met.
•Determine eligibility of students for quarterly/annual Dean’s Lists and Beta Gamma Sigma honorary society nominations.
•Develop content for website as needed. Perform other updates to MBA Program webpages as needed.
•Assist with student affairs events, such as graduation, orientation, etc., as needed.
•Create Canvas courses for MBA Program faculty and staff as needed. Enroll students in these Canvas courses and upload registration materials, core schedules, team assignments, etc.
•Support the Director of MBA Program Operations with organizing existing shared drives and files, staff ordering, and inventory management of office supplies.

Advising and Communication

•Advise students on course availability and registration procedures.
•Oversee communications with incoming and continuing Full-time and Evening MBA students regarding enrollment and registration policies and procedures.
•Advise students on academic and co-curricular graduation requirements, such as their status of compliance with international perspective and experiential/practical experience requirements.
•Maintain and update information on degree requirements, course prerequisites, and program policies related to program academic requirements.
•Manage student progress to degree reports with communication to students coordinated with the respective Directors of Student Affairs, including entering updates and exceptions to the Degree Audit Review Systems (DARS)—an online advising tool.

Other duties as assigned.

MINIMUM REQUIREMENTS:

Bachelor's degree and three years of progressively responsible office experience in a student services environment.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS:

•Two years of experience with student data management systems and proficiency with Microsoft Word and Excel.
•Website management experience.
•Strong organizational and project management skills, with excellent attention to detail.
•Proven ability to manage student records and maintain strict confidentiality.
•Training in use and development of databases and spreadsheets. Training in statistical analysis and reporting.
•Demonstrated strong interpersonal/counseling skills, both verbal and written, and the ability to work with many different constituencies.
•Demonstrated ability to manage multiple projects with competing deadlines.
•Ability to work some evenings and weekend.

DESIRED:

Masters degree preferred.
•Experience using Radius, Salesforce, AcademicWorks, and UW systems, such as MyGrad, EDW, and SDB preferred.
•Experience using Word Press software for website management.

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.