PROGRAM COORDINATOR
University of Washington
Seattle, WA
Full-time
Education
Posted on June 11, 2019
Req #: | 168358 |
Department: | HUMAN CENTERED DESIGN & ENGINEERING |
Job Location: | Seattle Campus |
Posting Date: | 06/10/2019 |
Closing Info: | Closes On 06/17/2019 |
Salary: | $3,266.00 - $4,365.00 |
Union Position: | Yes |
Shift: | First Shift |
Notes: | For detailed information on Benefits for this position, click here. |
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
Human Centered Design & Engineering (HCDE) faculty and students are advancing the research and design of technologies by using innovative techniques to study human activity and develop meaningful information and sociotechnical systems. HCDE is designing the future by considering the role of technology in human activity; prioritizing the needs, desires, and behaviors of people and communities who interact through sociotechnical systems; and addressing the specifics of design by working with interdisciplinary communities of researchers to build the technologies of tomorrow.
The Department of Human Centered Design & Engineering (HCDE) has an outstanding opportunity for a full-time Program Coordinator to join the department’s Academic Services team.
The UW Human Centered Design & Engineering Academic Services team serves as a comprehensive, central resource for academic advising, curriculum and student activities to undergraduate and graduate students as well as faculty.
Under general supervision from the Director of Academic Services, the individual in this position performs complex scheduling, independently represents the department, and provides students, staff, faculty and the public with information and interpretation of policies and activities related to the department’s undergraduate and graduate programs. Duties include oversight of the department’s Time Schedule; maintaining textbook orders and course evaluations; using databases and complex spreadsheets to maintain student records and enrollment data; coordinating with advising staff in managing all admission processes; coordinating graduate student recruitment activities; providing operational and policy support to committees and faculty members; and managing special events that support the department’s student services activities.
RESPONSIBILITIES
ADMINISTRATION/PROGRAM SUPPORT
• Serve as department Time Schedule Coordinator, managing all aspects of quarterly time schedule coordination and preparation. Evaluate and become knowledgeable on classroom schematics.
• Inform Director of Academic Services, academic advisors and faculty program directors well in advance of time schedule deadlines, and work with them to verify proposed course offerings or changes.
• Troubleshoot problems or requested changes to course times, room assignment requests, etc. with Program Chairs, advisors, and other departments. Communicate with the UW Time Schedule office & Professional and Continuing Education (PCE) office regarding changes.
• Prepare Time Schedule drafts and updates in accordance with university deadlines. Perform complex scheduling to ensure that time conflicts do not occur between pre-determined courses and departmental meetings.
• Arrange textbook orders as requested; order and distribute quarterly course evaluations.
• Serve as active member of undergraduate and master’s program committees, as well as department Curriculum Committee.
• In consultation with Program Chairs and advisors, prepare course and curriculum change forms for all academic programs. Coordinate with other departments as appropriate, including Council on Educational Policy. Track progress of course changes through the university system, including conducting annual review of all course descriptions in UW catalog.
• Keep advising staff and faculty up-to-date on any changes to policies related to the time schedule and course changes.
• Create databases and complex spreadsheets to maintain student records, enrollment data, demographics and other information as requested by administrators or advisors.
ADMISSIONS/RECRUITMENT
• Assist master’s advisor in responding to emails from prospective master’s and certificate students requesting information on the programs.
• Coordinate all graduate student application processes. Track all application data in MyGrad, monitor daily throughout admissions periods.
• Track status of application completion, GPA computation for international transcripts, notify applicants of application status as necessary. Generate admissions offer and denial letters.
• Coordinate admissions issues with Graduate School and Professional & Continuing Education. Generate reports for Director of Academic Services and Program Directors as needed.
• Create spreadsheets to monitor applications and as preparation for undergraduate and graduate admissions meetings.
• Assist Director of Academic Services in coordinating annual PhD Visit Days for potential doctoral students. Arrange accommodations, and answer emails from applicants scheduled to visit. Compile information packets and gift bags for visitors. Assist with catering orders as needed. Follow up with applicants afterward as necessary.
• Assist Master’s advisor in coordinating MS HCDE Visit Day. Compile information packets and gift bags for visitors. Assist with catering orders as needed. Follow up with applicants afterward as necessary.
• Work with departmental program advisors to arrange all prospective student information sessions. Make room arrangements; prepare handouts, presentations and other materials.
• Work with graduate advisors to arrange annual master’s and PhD orientations. Prepare information packets and gift bags, coordinate catering, make room arrangements.
MINIMUM REQUIREMENTS:
High school graduation or equivalent AND two years of experience in student affairs/services and/or academic advising.
ADDITIONAL REQUIREMENTS:
• Excellent oral and written communication skills
• Strong organizational skills and attention to detail
• Ability to handle multiple tasks simultaneously on a regular basis
• Demonstrated ability to effectively interact with faculty, staff, and students and to work as an effective team member
• Ability to interact with people from diverse backgrounds, including those for whom English is a second language
DESIRED:
• Bachelor’s degree
• Database experience
• Experience with UW systems such as SDB (student database) and MyGrad program
• Knowledge of UW policies and procedures, especially for academic programs
• Thorough knowledge of the Microsoft Office Suite (Access, Excel, Publisher, PowerPoint, Word)
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.