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DIVISION COORDINATOR (PART TIME 50% FTE)

Employer
University of Washington Bothell
Location
Washington, United States
Salary
Salary Not Specified
Posted Date
Nov 29, 2022
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DIVISION COORDINATOR (PART TIME 50% FTE)

Req #:215699
Department:UW BOTHELL
Job Location: Bothell Campus, Remote/Hybrid
Job Location Detail:Hybrid Eligible
Posting Date:11/29/2022
Closing Info: Closes On 12/26/2022
Salary:$3500 - $4677 per month
Other Compensation:
Union Position:Yes
Limited Recruitment: Other

Shift:First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, 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.

The Division Coordinator (Program Coordinator) will both provide confidential academic program assistance for the Division Chair and coordinating a variety of processes related to the life of the division. Success in this role will require an understanding of divisional and schoolwide strategic goals and operational objectives, a high degree of flexibility, the ability to track multiple projects simultaneously, the ability to maintain a professional demeanor under time pressure, and the ability to handle confidential and sensitive matters with tact and discretion. The position will report to and work closely with the Division Chair in close collaboration with staff in the Dean’s Office, other schoolwide staff teams, and other individuals in these roles will be crucial as well.

This position is 50% FTE and will have a work schedule of 20 hours per week.

RESPONSIBILITIES:

Academic and Student Services:

• Represent the Division positively and professionally in meetings and other interactions.·
• Use knowledge of program goals and priorities to coordinate effectively with Dean’s Office and other campus staff in providing general administrative support, advocating for solutions that support the division’s specialized needs while also maintaining robust regulatory compliance and consistency at the School level.
• Serve on workgroups and committees as needed to develop and implement streamlined collaborative procedures within the School.
• Review and submit faculty and staff reimbursements (travel, mileage, conference fees) in coordination with fiscal services in the School of STEM following UW and state regulations.
• Provide general administrative support for the Division Chair, maintaining confidentiality, discretion and representing the Division in a positive and professional manner.
• Monitor and maintain expenditures on divisional budgets, using program knowledge to review for allowability and appropriateness for fund source.
• Procure divisional supplies and approved food for divisional events as a ProCard holder, following UW and School of STEM fiscal compliance guidelines and policies, and ensuring that necessary approvals are appropriately documented.
• Create and mail departmental letters or packets.
• Assist in the website management of division pages in coordination with the marketing and communications in the School of STEM.
• Create new and maintain existing student data reports as requested (for example, reports on student academic progress).
• Assist with academic personnel processing including following and interpreting university procedures and processes for new faculty appointments and document compliance.
• Follow university procedures and processes for new faculty appointments and document compliance.
• Assist Division Chair with faculty merit process.
• Serve as a resource for division faculty on administrative procedures (e.g., advise faculty on policies, procedures, and collection of course evaluations); direct faculty to school and campus resources as appropriate.
• Assist search committee chairs with coordinating and managing faculty searches, including advertisement of faculty positions in national publications/websites, independently corresponding with candidates, independently coordinating and guiding processes with search committees, and coordinating travel and detailed interview scheduling with the Dean’s Office.
• Maintain filing systems for accurate record keeping by following audit and retention policies.

Miscellaneous

• Develop and implement long term strategies for improving efficiencies (i.e., contribute to the faculty resources online guide with information pertinent to new faculty; maintain a process log for new appointments; etc.)
• Provide general office support including, but not limited to, data entry, preparing reports and spreadsheets, handling mail merge correspondence, making telephone calls, researching information for Division Chair, division faculty, and program staff, web updates, and filing;
• Assist with other projects as assigned.

MINIMUM REQUIREMENTS:

High school graduation or equivalent AND two years of experience in support of academic programs OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:

• Ability to work effectively with a diverse constituency.
• Excellent verbal and written communication skills.
• Demonstrated ability to track multiple projects simultaneously and maintain professionalism and effectiveness under time pressure.
• Facility with Microsoft Office, especially Outlook, Word, and Excel, and Adobe Acrobat.
• Experience in a higher-education setting.

DESIRED:

• Experience at the University of Washington.
• Familiarity with tools such as Microsoft Teams, Microsoft OneDrive, Google forms, Qualtrics surveys, Canvas, and Interfolio.
• Experience with or training in using a content management system for web communications.
• Experience with managing an executive-level calendar.

WORKING CONDITIONS:

• This position is 50% FTE and will have a work schedule of 20 hours per week.
• A regular daily and weekly schedule will be established that coincides with the operating hours of the School of STEM (M-F, 9:00am- 3:00pm).
• This position could work remotely routinely in a hybrid format.

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 .

COVID-19 VACCINATION REQUIREMENT

Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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