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The Graduate School’s Office of Academic Affairs/Interdisciplinary Programs has a unique opportunity for an organized, self-motivated, and engaged colleague who can provide holistic support for three of our interdisciplinary doctoral degree programs.
The Program Operations Specialist serves as both Graduate Program Advisor (GPA) and program administrator for the Interdisciplinary Near & Middle Eastern Studies PhD, Interdisciplinary Urban Design & Planning PhD, and the Interdisciplinary Individual PhD programs.
The position reports to the Assistant Dean in the Graduate School’s Office of Academic Affairs & Planning and works most closely with faculty directors and students in each program to assure successful program operations. The Program Operations Specialist also engages with administrative staff in the Graduate School and across the UW in support of the three programs.
An outstanding candidate: •exhibits outstanding interpersonal skills with faculty, students, and staff; •has a high degree of organizational skills, office management acumen, and the ability to independently track and execute tasks across multiple programs with varying needs; •shows the ability to balance the demands of serving three interdisciplinary program directors simultaneously, operating with a high degree of independence in setting day-to-day priorities; •supports success for individuals from diverse backgrounds; •exhibits a high degree of professionalism and integrity across areas of operation; •demonstrates the adaptability to respond to varying needs from the different programs as well as different functional areas within each program.
Typical duties and responsibilities include the following:
Advising Support & Progress Management (25%) •Provide advising support services to students as the Graduate Program Advisor (GPA). Includes activities such as assisting students with scheduling exams; tracking student progress; coordinating annual student progress reviews and progress letters; and coordinating UW and external fellowship nominations. •Build and maintain templates and tools to help students navigate and progress through all program milestones. •Assure alignment with UW and Graduate School policies and adhere to FERPA, University, and program standards of confidentiality. •Support implementation of RA and TA appointments.
Admissions, Recruitment & Outreach (20%) •Advise applicants on program admission requirements; monitor admissions applications and assist admissions committee chairs; draft and send student offer letters. •Direct students to resources to help navigate the complexities around international student advising and enrollment; serve as the program representative for the international student visa verification process. •Develop and improve outreach materials (digital media, display materials, literature).
Event Coordination & Planning (20%) •Coordinate and support interdisciplinary faculty meetings, biweekly lunches, and research seminars. •Coordinate annual symposia, receptions, new student orientations, and program retreats. •Coordinate, host, and deliver student orientations.
Communications & Public Facing Media Outreach (15%) •Maintain vibrant public-facing websites; provide support for media initiatives to support program outreach, visibility, and recruitment. •Message the program communities; manage listservs for faculty and students.
Administration and Budget Management (20%) •Manage program budgets and purchasing, including reimbursements, annual reports, ProCard, travel, and reimbursements. This involves working with university financial systems (Procurement Services, Ariba, My Financial Desktop, etc.). •Forecast, track, and manage graduate student appointments and program budgets. Provide reports to faculty program directors across areas of operation (student, financial, etc.). •Maintain program records; track and update interdisciplinary faculty group membership.
Other Duties as Assigned •This position may require additional duties in support of the academic programs or general interdisciplinary initiatives in the Graduate School.
Minimum Requirements: •Bachelor’s degree; •3 years of experience supporting faculty and/or students for academic success; •Demonstrated attention to detail with exceptional written, verbal interpersonal, and presentation skills for various audiences; •Ability to understand, apply, and communicate complex program and university policies; •Ability to support implementation of the University’s, the Graduate School’s, and the programs’ priorities around diversity, equity, and inclusion; •Proven ability to work under pressure, managing multiple deadlines and projects simultaneously; •Demonstrated ability to work independently with minimal supervision as well as in a team setting; •Advanced proficiency working with Microsoft Office Suite; •Experience with cloud-based tools and electronic calendaring; •Experience with budget management and reconciliation; •Demonstrated success implementing process improvements; defining and maintaining processes and procedures.
Equivalent education and/or experience may substitute for minimum requirements.
Desired: •Experience working in an academic advising/counseling capacity at the graduate level; •Experience supporting faculty in support of a graduate program; •Knowledge of UW and Graduate School policies and procedures; •Experience building partnerships with external groups and/or organizations; •Experience conducting outreach efforts and working with students on outreach events; •Experience with marketing/communication support and engagement; •Demonstrated success using UW student systems such as SDB and MyGrad Program, as well as UW administrative systems such as MyFinancialDesktop, Ariba, Procurement Services, PaymentNet, Workday.
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.
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