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OVERVIEW: The Specialized Program Administrator maintains, implements, and delivers one or more specialized programs including Summer Quarter and VISIT/VISER.
The Program Administrator must be knowledgeable of a wide range of UWC², UW, and other policies and procedures governing programs, instructors, and students. This position must work effectively across operational teams within UWC²; academic and other support units at the University; instructors; and with prospective and enrolled students (in the case of minors interact with parent/guardians). In addition, the Specialized Program Administrator is responsible for many key processes and complex administrative and database management tasks that are central to the success of these self-sustaining programs.
UW Summer Quarter, which relies on tuition revenue, is administered separately from other academic quarters at UW. Continuum College staff work with academic departments on all three campuses to budget for ~2,000 courses, ensuring that course costs are estimated correctly, and that courses meet student demand and are financially viable. Summer Quarter courses serve over 30,000 enrollees, including matriculated students from UW and non-matriculated students from other universities, as well as high school students.
The VISIT (Visiting International Student Internship & Training) and VISER (Visiting International Student Engaged in Research) programs facilitate J-1 visas for international university students who want to conduct supervised research at the University of Washington for durations ranging from 3 weeks to 2 years. The programs serve ~300 students each year with placements in ~100 UW departments.
RESPONSIBILITIES PROGRAM ADMINISTRATION Demonstrate a deep understanding of the program structure and components, audience, stakeholders, and objectives. Act as day-to-day decision-maker in resolving situations related to smooth program operations. Take ownership of, and advise stakeholders on, detailed operational program processes and policies, and master unique tools and systems used to support the program. Maintain clear and thorough documentation of customized program policies and operational procedures. Plan, and carry out, and present information at program events, such as trainings, orientations, etc. Participate in development and maintenance of web tools to support program constituents (e.g. online registration systems; web forms for UW faculty, staff, etc.). May hire, train, and supervise a part-time student assistant.
PROGRAM STAKEHOLDER ENGAGEMENT AND CUSTOMER SERVICE Professionally represent the program in person as well as through timely and thorough responses to all phone and email inquiries. Provide exceptional customer service, leaving a positive impression of the University, Continuum College, and individual program brands. Write, edit, and review content for accurate and engaging websites, marketing materials, and student/teacher resources. Establish and maintain strong communication channels as a primary point-of-contact for program stakeholders:
Campus partners – UW faculty, departmental administrators, central support units
Community partners – non-faculty instructors and speakers
Program participants –university students; international university students
General public – prospective participant inquiries
FACILITATIVE PROGRAM LEADERSHIP In partnership with the program manager, proactively spearhead efforts to update and improve the program’s operational processes and procedures; create new systems and workflows to adapt to programmatic changes. In strong partnership with the program manager, identify areas in which the development and implementation of new policies, communication tools, and systems could improve quality, expand access, or provide clarity for program stakeholders. Participate in strategic planning/special initiatives, and train new staff on program policies and procedures as needed. Program-Specific Responsibilities: Summer Quarter
Communicate and present program information through emails, one-to-one meetings, and information sessions
Learn TeamBudget software and act as a subject matter expert on its use, providing training in group or individual formats to campus administrators, as needed
Advise departments on summer-course budgeting policies, related to UW Summer Quarter salary, travel, and purchasing
Develop departmental resources and internal tools to support the program; make annual updates to the Summer Quarter budgeting guide, Canvas site, and TeamBudget user guides
With Summer Quarter team, identify new budgeting policies and determine communication plans
Review departmental budgets against budgeting guidelines, find and correct errors, and query departments about ambiguities
Assess and inform the program manager of the viability of summer courses based on enrollments and tuition-revenue estimates
Review Summer Quarter actuals to query departments about unusual charges and to draft budgets for upcoming Summer Quarter
Review and edit marketing surveys, emails, postcards, posters, and invitations
Develop and maintain the accuracy of web content for prospective Summer Quarter students
Coordinate and present information at annual orientation event for Summer Quarter non-matriculated students
Assist in the hiring, training, and supervision of a part-time student assistant
Participate in strategic planning/special initiatives as requested
Provide back-up program support when the program manager is unavailable
VISIT/VISER Two SPAs share primary responsibility for all communications and workflow necessary for successful completion of research placements, including several group placements annually.
Train and provide support to faculty supervisors and administrators in sponsoring academic departments in group settings, one-on-one, in person, or on the phone during all phases of the application and placement process and during the student’s program at UW
Act as primary liaison to field a high number of questions to advise UW faculty, departmental administrators, and international students on program policies and applicable immigration rules (in consultation with the Alternate Responsible Officer and program director) and monitor compliance
Receive, review, and assess for eligibility complex program applications and associated documentation
Enter data accurately in multiple UW and government systems
Manage a program database to meet changing program needs (MS Access)
Request and deliver immigration documents (such as DS2019s), and maintain student files in compliance with UW and government regulations
Develop, update, and deliver resources for incoming, current, and former students
Assist with weekly intake and orientation of arriving program participants
Track receipt of federally required evaluations by faculty supervisors and follow up with supervisors to receive overdue evaluations
Update all forms, processes, and documentation necessary for operation of the program; develop new forms and processes as needed
Develop and maintain the accuracy of all web content for prospective and current program participants and UW sponsoring departments
With program team, identify and discuss new program policies, and support communications plans, if needed
Work collaboratively with another SPA and other members of a cross-departmental V/V administrative team to ensure smooth operation of the program, including management of a shared email account
Hire, train, and supervise a part-time student assistant
Provide back-up program support when second SPA is not available, and train new staff
REQUIREMENTS: Bachelor’s degree in Sciences, Humanities, Business Administration, or other related fields AND at least two years of increasingly responsible administrative experience within a higher education, nonprofit, community agency or program delivery context.
The candidate should have a strong working knowledge of the Microsoft Office Suite and intermediate proficiency in the use of Internet technologies and database systems.
The ability to work in a professional manner both as a self-starter and as a team member.
Demonstrated effectiveness in managing multiple priorities and programs within a highly complex and fast-paced organization.
Skills and experience in writing, editing, and proofing.
Excellent oral and interpersonal communication skills, including ease in making public presentations.
Proficiency in authoring web content and setting up basic web sites.
Familiarity with administrative policies and procedures in a university environment, or specifically the University of Washington.
A record of cultivating a strong team environment for achieving the goals of the organization within a customer service environment.
Working knowledge of basic accounting and budgeting principles.
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.
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.