PROGRAM ASSISTANT

Location
Washington, United States
Salary
Salary Not Specified
Posted
May 11, 2021
Employment Type
Full Time
PROGRAM ASSISTANT

Req #: 190028 Department: UW BOTHELL - STUDENT AFFAIRS Job Location: UW Bothell Posting Date: 05/11/2021 Closing Info: Closes On 05/24/2021 Salary: $3,024 - $4,014 per month Union Position: Yes Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 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.

Located in the heart of the Puget Sound region, the University of Washington Bothell is one of the most dynamic public universities in the state of Washington. The campus is committed to increasing access to an excellent UW education and preparing students to be leaders throughout Washington and beyond.

UW Bothell provides students a participatory, cross-disciplinary experience grounded in hands-on learning, community-based research, close relationships with faculty as teachers and mentors, and the personalized support of staff who are dedicated to student success.

The campus offers more than 55 undergraduate and graduate degrees. Current enrollment is approximately 6,000 students. More than 90 percent of undergraduates are from Washington State, more than 40% are first-generation college attendees, and more than half are students of color.

The University values hiring faculty and staff who have demonstrated experience and ability to work successfully with diverse student populations and who can contribute to a campus culture that promotes equity among colleagues.

Diversity and inclusion are core values at UW Bothell. Our work begins with the acceptance and celebration of the differences that are represented through the many diverse and minoritized communities on our campus and in the surrounding community. We recognize that we are bound together in a collective experience and that our actions impact all in our community. When we focus on the lives of the most marginalized groups among us, we also create conditions of equity, justice and academic excellence for everyone.

The three priorities of the University’s current Strategic Plan - Increasing Access, Achieving Excellence are to: strengthen diversity and equity, enhance community and campus engagement, and advance cross-disciplinary teaching and scholarship.

In addition to having award winning faculty and staff, UW Bothell has been recognized for innovations in academic programming and support services designed to help students graduate on time and debt-free. It has also earned both recognition and awards for its work in the area of environmental sustainability.

The Program Assistant provides reception and is the first contact with student clients, parents of students, individuals in crisis, faculty, and staff requesting consultation with the Counseling Center, CARE Team, Residential Life and Student Conduct, Deans of Student Affairs, Disability Resources for Students, Veterans Resources for Students, Victim Advocate, Fiscal Services, and Administration for Student Affairs. The Program Assistant provides students, faculty, and staff with information regarding Student Affairs programs, activities, and services. This role provides administrative support for the Counseling Center and offices within the Student Affairs suite. This position is an integral part of the Division of Student Affairs, which has a strong commitment to the core values of Diversity, Equity, and Inclusion, Social Justice, Collaborations, Professionalism, and Innovation. This position will engage in these initiatives in addition to the primary responsibilities noted below.

RESPONSIBILITIES:
SUPPORT TO STAFF:
  • Serve as primary reception and point of contact for the Counseling Center and offices within the Student Affairs suite. The Program Assistant needs to be comfortable in a mental health treatment environment, able to assist counselors and staff who are handling crises, and aware of laws and regulations regarding confidentiality, e.g., PHI, FERPA. Manage online appointment scheduling and electronic clinical record templates using Titanium and other software systems. Manage multiple counselor schedules and programming logistics.
  • Coordinate and manage arrangements for meetings, workshops, conferences, guest speakers, recruitment activities, and other types of gatherings as required for the Counseling Center and Student Affairs Office.
  • Coordinate and manage arrangements for meetings and events for the Dean of Student Affairs calendar.
  • Respond to, write, and act on text messages and emails for Counseling Center scheduling and outreach requests and Student Affairs Administration and Operations Team.
  • Provide administrative support for staff position searches as needed, e.g., room reservations, food forms, and coordinating schedules.
  • Develop and maintain web pages and social media for Student Affairs.

    OFFICE SUPPORT:
  • Function as the front desk support for the Counseling Center and Student Affairs suite offices.
  • Provide general miscellaneous document preparation and written communication.
  • Maintain student and program records in accordance with legal, ethical, and institutional protocols for confidentiality and privacy.
  • Create and maintain spreadsheets and databases to monitor financial records, collect data, and generate statistical and assessment reports, e.g., purchases.

    FISCAL SUPPORT:
  • Prepare fiscal forms including but not limited to purchase requests, food forms, eProcurement, etc.
  • Monitor and reconcile budgets and procurement card monthly.
  • Order and maintain office supplies inventory.

    MINIMUM REQUIREMENTS:
  • High school graduation or equivalent AND two-year of full-time clerical experience OR equivalent education/experience.

    ADDITIONAL REQUIREMENTS:
  • Must be able to comply with and maintain a procurement card for this role.
  • Excellent organizational skills, ability to multi-task, and to independently prioritize workload.
  • Excellent verbal and written communication skills.
  • Demonstrated ability to work as a team player but also comfortable working independently without supervision.
  • Demonstrated ability to work and communicate effectively with internal and external diverse constituents including students, faculty, and staff.
  • Must be comfortable with technology and have familiarity with word processing, spreadsheets, listserv management, and database software tools.

    DESIRED:
  • Comfortable with Microsoft 365 Suite, specifically Word, PowerPoint, Excel, SharePoint, Outlook, and Adobe Acrobat Pro and DocuSign.

    CONDITIONS OF EMPLOYMENT:
  • The person will work regular business hours from 8:30am – 5pm, M-F with occasional overtime.
  • The person in this position cannot work from a remote campus location or from home. A presence in the suite is essential.
  • Must be able to remain in one place, either sitting or using an optional standing desk, for long periods.
  • This position will be located in an open-office environment, with frequent interruptions.
  • Must be able to lift up to 25 pounds.
  • This position will report to multiple supervisors.

    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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .



Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .

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