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The iSchool has an outstanding opportunity for an Informatics Program Coordinator.
The Office of Student Services is an energetic and highly fast paced environment where we rely heavily on current technologies to meet the demands of the School and our constituencies. This position provides primary support to the Information School's Office of Student Services in areas of development and implementation related to the Bachelor of Science in Informatics (INFO) degree program, which includes event-planning, records management, and academic advising support and student services.
Additionally, this position works closely with the Student Services staff to provide support for the Information School's other degree programs (i.e. Master of Science in Information Management (MSIM), Masters in Library and Information Science (MLIS) and PhD in Information Science). The Program Coordinator will work closely with faculty, staff, students, as well as prospective students, alumni and employers. The Program Coordinator provides direct support to broadly focused projects that Student Service leads for the School, including but not limited to career fairs, orientations and convocation ceremonies. The Program Coordinator supporting our Informatics degree program is regularly called upon to meet with executive level individuals both internally and externally.
In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.
RESPONSIBILITIES Administrative Support Provide general administrative support for programs and activities in the Office of Student Services. Provide support for the Bachelor of Science in Informatics (INFO). •Support course registration process including providing entry codes, problem solving and assisting students’ with appropriate paperwork. •Serve as initial contact for INFO registration problems. Assist students with registration for independent studies and capstone courses. •Maintain INFO records and files on program and students, in either electronic or print form. •Document INFO students’ academic progress using UW Student Database for review by Informatics Academic Advisors. •Coordinate University of Washington and departmental paperwork (i.e., graduation applications; petitions; independent study requests; etc) for INFO students. •Respond to email messages for current and prospective students via the RT system. •Track registration materials for internships of INFO students including necessary documentation for international students. •Assist INFO Admissions Chair with INFO admissions processes as needed. •Represent INFO program at recruiting events and activities as needed, including participating in web chats, information sessions and majors fairs. •Collect and prepare data for institutional reporting purposes such as 10-year reviews, accreditation, and accountability reports as requested. •Provide administrative support with annual processing of Informatics scholarships. •Assist with training and programming of Informatics Peer Advisors •Provide reception support, as needed, to main Student Services office. •Other duties, as assigned.
Communication and Technology Provide communication and technology support of the various aspects of the Student Services Office including outreach to students and internal data storage. •Moderate listservs for continuing students in the INFO programs. •Coordinate with IT to maintain INFO email help ticketing system. •Maintain student service Canvas sites for the INFO program. •Coordinate with appropriate Student Services, Communications and IT staff to maintain and update information on Student Services websites, including student handbooks and admitted student web pages. •Maintain Student Services intranet (SharePoint) site adhering to iSchool standards. •Manage internal student Access databases
Event Planning and Support Provide operational support and event planning for the Student Services events and programs. •Facilitate catering, venue support, publications and other needs for INFO events and programs including orientation and program town halls. •Help coordinate recruitment events sugh as the INFO Application Workshops, IGNITE, and New Informatics Major Orientation •Work with the larger iSchool Student Services team in planning for New Student Welcome and iWelcome week, Study Breaks, and iSchool Career Fair. •Assist with Convocation events. •Create and distribute internal materials related to program events under guidance of the INFO Advisors. •Prepare and mail/email invitations to events, as needed. •Represent the Information School degree programs to students and the public at special events, as required.
MINIMUM REQUIREMENTS: •High school graduation or equivalent AND two years of experience supporting student services in higher education; OR equivalent education/experience.
ADDITIONAL REQUIREMENTS: •Fluency in Microsoft Office Applications (Outlook, Word, Excel and Access) •Demonstrated experience using a learning management system, especially Canvas. •Prior demonstrated experience in web-broadcasting platforms such as Adobe Connect or Zoom. •Strong demonstrated communication skills; both written and oral. •Demonstrated success in working with a diverse population. •Demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines. •Ability to work independently and as part of a team. •Demonstrated ability to effectively use electronic scheduling tools in a business environment. •Demonstrated professionalism.
DESIRED: •Bachelor’s degree in Communications, Education, Social Science, Information Science or equivalent. •Experience modifying and building databases. •Experience in using CRMs such as Symplicity. •Experience with UW systems MyGrad, SDB, and Catalyst. •Experience using InDesign, and/or other design program. •Prior experience using SharePoint. •Experience with event planning.
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Conditions of Employment Due to the demands of these programs, this position is occasionally required to attend off campus events in the Puget Sound area and have flexibility with working hours. Occasional Saturday or evening work may be required. Must have the ability to set-up for events including some light moving of furniture, lifting boxes, bending, reaching, etc. The Program Coordinator must have the ability to stand for lengthy periods of time for events as needed.
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.
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