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The Office of Student Services and Admissions provides direct support services to predoctoral dental students and advises on the support of graduate students in the University of Washington School of Dentistry. The office is also responsible for the School of Dentistry predoctoral admissions process as well as pipeline and outreach activities that encourage the entry of diverse candidates into the applicant pool. The Office of Student Services and Admissions is committed to equity, diversity and inclusion in the dental workforce and the entire university community.
Reporting to the Director of Student Services, the principal responsibility of the Program Operations Specialist is to provide support to predoctoral and postdoctoral dental students in the following areas: registration, scheduling, grading, curriculum, event planning, and financial aid. This individual also serves as a first-line responder to students, staff, and faculty in need of various assistance and makes appropriate referrals.
The Program Operations Specialist will engage with approximately 300 students from predental through postgraduate status with primarily registration and financial concerns requiring a significant amount of assessment. Complex cases call for independent judgement in developing problem-solving strategies and courses of action which may sometimes involve serious health or personal situations. The position also works independently with approximately 75 staff and 50 faculty in the disposition of duties.
In addition, this individual must develop an in-depth understanding of the School of Dentistry curriculum. This is necessary in order to effectively counsel students regarding the selection and completion of required and elective courses, their academic progress, as well communication with the Academic Affairs Office, the Curriculum Committee, faculty, and staff regarding the integration of new initiatives such as the RIDE program, or individual and school- or class-wide academic issues that may develop in the course of the academic year.
Position Dimensions and Impact to the University
As one of only two dental schools in the Northwest region, and the only dental school in the State of Washington, the UW School of Dentistry is instrumental in providing education and training for students from Washington and surrounding states. With a demonstrated shortage of dentists in the region, recruiting and retaining excellent students is critical in addressing disparities in oral health care. This position ensures that the prospective and current students who will become our future private practice dentists, public health dentists, dental instructors, and dental researchers, receive the support and services they need to reach their educational goals.
55% Clarifies and interprets School of Dentistry and University of Washington policies for students, faculty, School of Dentistry managers, RIDE regional office staff, and the public. Serves as student advisor and facilitator in the following areas:
•PERSONAL and ACADEMIC ISSUES •FINANCIAL AID: interpreting and advising on UW OSFA policies/procedures, financial awards, paperwork submissions for changes in aid; personal finances, budgeting, and budget projections; institutional long- and short-term loans; additional counseling and seminars for DDS applicants •REGISTRATION PROCESSES, PROCEDURES, and PROBLEMS: registration process management, registration audits, registration holds, and out-of-quarter adds, registers third- and fourth-year students each quarter, registers students in RIDE, SURF, and RUOP programs, clinical rotations, and electives. Ensure that all dental students are registered correctly (registered, dropped, added, or updated) each quarter, supports faculty with registration requests, guest speakers, and classroom and lab reservations, communicates with students regarding course scheduling, serve as primary liaison with the UW Office of the Registrar and the School of Dentistry Academic Affairs Office, attend Registrar’s Office meetings to keep current with updated policies, train departmental graduate assistants regarding registration, provide ongoing training and oversight of department personnel in their duties related to these processes, coordinate exam proctoring, update name changes, update mailing lists, create and verify class rosters and class rankings, maintain photo rosters, and maintain records retention scheduling •GRADING and GRADING POLICIES: changes and submission of grades •CURRICULUM: course schedules, curriculum updates, faculty workload •STUDENT ACADEMIC PROGRESS and GRADUATION REQUIREMENTS: works with Office of Academic Affairs regarding student progress issues, recordkeeping/reports/surveys, audits for completion of coursework, facilitates degree and graduation verifications and enrollment and status verifications processes •RIDE (Regional Initiatives in Dental Education) PROCEDURES and PROCESSES: with the RIDE program incorporating 8 new dental students located in Spokane, WA, advises and consults regarding development of procedures, policies, and pathways in conjunction with Eastern Washington University and UW School of Medicine WAAMI staff and faculty, the UW Registrar, and the UW School of Dentistry’s RIDE staff. Prepares statistical and other reports for academic support functions and external agencies.
30% Event Management:
•Manage the White Coat Ceremony planning, and presentation (including ordering catering, reserving venue space, coordinating white coat fittings for students, inviting faculty participants, coordinate with Advancement Office to invite alumni, coordinate with SOD Communications for photography, work with class president to coordinate times for coat fitting and determine event date, set-up and clean-up, develop PowerPoint presentation, print ceremony program and flyers, and communicate with students and families regarding event details) •Coordinate new student Orientation (including reserving rooms, inviting guest speakers, creating orientation agenda, schedule trainings, coordinate the issuing of IDs for new students, communicate with purchasing to facilitate student issues, and coordinate Peer Advisors to help with orientation •Develop and coordinate the annual Honors and Awards Ceremony as well as the school-wide awards selection process that includes consultation with donors, external organizations, departments, etc., in establishing, determining, and assigning awards, provides reports to external agencies, creating award certificates, reserving venue space, inviting faculty participants, ordering catering, event set-up and clean-up.
15% Administrative duties:
•Schedule use of D165 Clinic including special events •Develop and maintain a variety of electronic records and system files •Manage photo sessions for fourth year professional photos •Update the registration and scheduling web pages on the UW Dentistry site •Assist in sending surveys to student listservs •Coordinate with student organizations to schedule Lunch and Learn events •Post Student Council Minutes on intranet under Student Government when requested •Assist in accreditation process •Represent the School of Dentistry in campus collaborations such as the Martin Luther King Jr., Registrar’s Roundtable, Combined Fund Drive, and Time Schedule Coordinator’s Meeting •Provide various types of letters and complete forms based on a wide variety of student needs •Provide tours for prospective applicants •Field questions from visitors at reception desk regarding admissions and referrals •Assist students in maintaining compliance with immunizations •Assist with data management.
•Bachelor’s Degree in any Education, Communication, Business, Psychology, Sociology, or related field. •Two-three years of relevant program operations experience; or combination of education, training, and relevant experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Ability to take initiative and work independently with a variety of individuals from diverse backgrounds and cultures, often in a team environment. •Strong written, verbal, critical thinking, problem-solving, and personal communication skills. •Ability to maintain confidentiality of student records and information. Keen attention to detail and problem-solving skills as well as independent decision-making ability. Customer service emphasis and professional demeanor.
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.