Operations Coordinator
1 month ago
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
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.
Undergraduate Academic Affairs (UAA) shapes, advances and stewards a world-class undergraduate academic experience for students at the University of Washington. Staff, faculty and students in UAA deepen and enrich the learning experience for all undergraduates, recognizing and supporting the unique learning path of each individual student and the commitment of each academic program to excellence in learning and teaching.
UAA Advising is committed to serving all UW Seattle undergraduate students. Our primary student population consists of undergraduates not yet in majors (approximately 8,000). Our office has approximately 15,300 one-on-one contacts per year, with freshmen, sophomores, and juniors accounting for about 90% of those contacts. Approximately 70% of our visits are from pre-major students and we work closely with our local community and technical colleges in Washington State to support prospective transfer students.
UAA Advising works closely with First Year Programs and Academic Support Programs to support advising and orientation programming for newly admitted students. UAA Advising collaborates extensively around campus, particularly with college and departmental advisers, and student services offices. Along with Academic Support Programs, we are physically located within the Center for Undergraduate Advising, Diversity, and Student Success (CUADSS) with the Office of Minority Affairs and Diversity's Academic Counseling Services.
UAA Advising has an outstanding opportunity for an Operations Coordinator (Counseling Services Coordinator (NE S 6)) to join our team.
The Operations Coordinator will manage day-to-day operations for the UAA Advising unit and logistics for UAA Advising's student programming and advising services. Specifically, this position takes the lead in managing logistics for the following areas: Advising & Orientation, Transfer Student programming, advising communications, and advising caseload management. The position will work with the UAA Advising leadership team to review existing policies and procedures, examine program progress and issues, and make recommendations for program and policy changes to enhance Advising's student programming and advising services.
This position manages the GEN ST curriculum including course details, time schedule updates, and communication with faculty and students. Additionally, working with the administrator and Mary Gates Hall building coordinator this position will hold responsibility for suite facilities and safety operations for SAS staff within the MGH 141 suite.
DUTIES AND RESPONSIBILITIES
Coordinate and oversee programs and services for prospective and new students (20%)
Serve as the point person to oversee and coordinate, in concert with campus-wide committees, community college collaborations. This includes the Community College/UW Advising Conference and Highway to Husky Workshops. This role will work closely with the chair of the committee to provide leadership in developing conference themes, selecting conference programming, and support communications between the UAA Advising Transfer Team and Washington Community College Advisers/Partners.
Provide information to prospective transfer students through web information and the administration of Transfer Thursdays. The Operations Coordinator will synthesize information generated by advisers and disseminate the information through current technologies.
Transfer Advising & Orientation
Serve as the coordinator among UAA Advising, Office of Minority Affairs and Diversity Advising, First Year Programs, and colleges and departments to manage advising appointments for new transfer students.
Schedule individual Transfer Advising & Orientation (A&O) appointments with UAA advisers using online Transfer Admin Console (TAC system).
Freshman Advising & Orientation
In collaboration with First Year Programs, coordinate and manage group advising sessions and adviser orientation presentations.
Facilitate advisee assignments after summer orientation sessions and ensure caseloads remain evenly distributed.
Manage support structures for students on low scholarship (20%)
Serve as a member of the UAA low scholarship team.
Oversee the administrative details for the Reinstatement Committee, including meeting materials, and historical files. Work closely with advisers and academic support staff to vet students applying for reinstatement and to determine courses of action for both reinstated students and those who are denied reinstatement.
Manage GEN ST curriculum (20%)
Manage the high level of communication and coordination of First Year Interest Groups (FIGs), Academic Achievement Courses (AACs), and Seminars across Undergraduate Academic Affairs (UAA) for the General Studies curriculum.
Work with staff and faculty across UAA, understand their programming in depth, and help them connect their programmatic goals with the management and understanding of the philosophy of the General Studies department.
Work with the Associate Dean for UAA to oversee the direction and philosophy of the curriculum as new programing is developed.
Develop communication systems with faculty and instructors in order to facilitate course details, student registration, and course evaluations, and will serve as a resource to students about courses and registration policy issues.
Serve as a member of the General Studies Curriculum Committee.
Provide support to Undergraduate Academic Advising advisers (20%)
Coordinate and maintain schedules of advising staff, including quarterly advising schedules, orientation activities, committee meetings and other events.
In collaboration with UAA Advising Leadership and UAA IT, manage advisee assignments after and ensure caseloads remain evenly distributed. Assist in this process during staffing changes to make sure students are reassigned as needed.
Prepare agenda and take minutes during weekly staff meetings.
Assist with event coordination including reserving rooms, organizing catering, handling registration and ordering supplies.
Use procard to make departmental purchases.
Manage website content and publication updates as needed.
Other duties or special projects as assigned.
Suite Facilities & Operations (20%)
Assist in the hiring, training and ongoing mentorship for Student Associates who work at the front desk in our suite.
Work in collaboration with the Office of Minority Affairs & Diversity Academic Counseling Services to coordinate suite policies & procedures.
Act as floor warden for suite 141, keep facility safety, security plans, and suite headcounts up to date.
Provide emergency kits for staff and keep inventory and kits updated with supplies.
Maintain CAAMS building access for Suite 141 SAS staff.
Liaise with building coordinator, Facilities Services, Emergency Management Office and outside vendors.
MINIMUM REQUIREMENTS
Bachelor's Degree and 2 years of experience in program support and/or student service.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Strong project management skills.
Strong organizational skills, creativity, demonstrated attention to detail, ability to work under pressure, and deadlines.
Excellent written, verbal, and interpersonal skills.
Demonstrated initiative and the ability to work independently and be flexible, while being part of a team.
Familiarity with Microsoft Office Products (Word, Excel, Access, and PowerPoint).
DESIRED QUALIFICATIONS
Experience as an undergraduate at the UW making use of the services provided by the departments within Undergraduate Academic Affairs.
Familiarity working with high volume scheduling, databases, and with UW systems such as EARS, SDB, Kuali, and Workday.
Application Process: The application process 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 access 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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