Work in Washington Veterans Jobs

Req #: 236004

Department: MICHAEL G. FOSTER SCHOOL OF BUSINESS

Job Location Detail: This position is eligible for hybrid remote/in office work.

Posting Date: 06/26/2024

Closing Info: Open Until Filled

Salary: $6,840 - $10,260 per month

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. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

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 Foster School of Business has an outstanding opportunity for an Associate Director of Operations to join their team.

The Foster MBA Program is a Top 25 MBA program that attracts a diverse student body seeking employment opportunities. The MBA Career Management (MBA CM) team partners closely with students and corporate employers to meet employment goals for MBA students. The department provides training and corporate relations with over 450 companies and several hundred students in the MBA Program (FT and Evening) The primary purpose of this position is to provide administrative leadership for the administrative team of the MBA CM department which includes developing, authoring, and overseeing financial, HR, and student program policies and procedures. The position supervises and manages a Program Coordinator and student employees and collaborates with a team of career coaches and recruiting directors. The position also ensures the Mentor Program, Corporate MBA Recruiting, and MBA CM software programs are supported. The position reports to the Assistant Dean, MBA Career Management and will advise and present to other school executives as needed.

The Associate Director of Operations directs and manages the administrative function for the MBA CM team. This includes day-to-day supervision of the administrative team, including student employee support. Partner and collaborate with the corporate recruiting team to ensure support of recruitment opportunities for MBA Students. Support the Assistant Dean with managing office operations and other duties as needed. This role provides the strategic and tactical administrative planning for the MBA Career Management team and ensure the program is fully supported administratively.

DUTIES AND RESPONSIBILITIES Leadership of Administrative Unit for the Department Financial Management

This position will manage, oversee, and lead all aspects of the budgeting, finance, and human resource management for the program. Exercise a high degree of judgment in communicating with all constituents. This role will prepare all department budgets, monitor expenses, and keep financial records. This includes the annual budget proposals, submission of budget requests, expense reimbursement requests, and overall management of analysis work for the MBA Career Management program. Manage and continually improve the budget reconciliation process to ensure proper documentation to comply with policy and audit requirements. Monitor all budget variance and forecast expenditures. Manage all budget, financial processes and instructs staff on financial reporting and managing expenses. Collaborate with the Foster budget team and work with finance staff to create budget reports. Meet with staff to review quarterly budget expenses to monitor expenses against budget. Attend budget meetings with the Dean and school senior leadership. Make purchasing decisions and have authority for allocations of resources, travel and other reimbursements, office needs, and other expenditures. Serve as lead point of contact for IT, Facilities, and other internal business groups. Collaborate with MBA CM team and the Marketing & Communications team on event planning, including technology needs, room reservations, food and alcohol permits, board packets, day-of event support and set-up/clean-up, etc.

Recruitment of staff and support for recruitment duties for students

This position will manage and oversee the recruitment and HR processes for staff and students in the MBA Career Management program. Responsible for supervising, managing and professional development of the administrative team. Direct and conduct full cycle recruitment, training and development, performance reviews and annual increases and termination. Including position description development, and Human Resources responsibilities related to employment, compensation, and regulations of support staff. The role will ensure and oversee regulatory and school administration compliance to federal and state policies and procedures. The position will work collaboratively with the recruiting team and ensure job postings and recruiting programs follow administrative policies. Supervise the MBA Career Management administrative team including, team organization, schedule management, and support the Evening Program coaches and the Mentor Program Director.

This position will manage student employees; manage day-to-day assignments, provide leadership and guidance, assign responsibilities, and evaluate their work. Meet with company representatives and recruiting staff to ensure recruiting schedules and opportunities are included in the recruiting program. Create schedules with employers, monitor progress, and identify student opportunities which will be published on electronic job boards. Serve as the primary point of contact for the recruiting platform and develop, write operating procedures. Publish updates on the system for students, staff, alumni, and employers. Create online instructions on canvas, develop communications with student and staff leaders. Meet and present to school leaders reports and administrative procedures for the Career Management department.

Career Advising/Writing Student Career Program Instructions

Advise and train students on using the GradLeaders platform and write procedures for use of the resume features and job postings in support of student career search. Provide information in workshops and use PPT slides for HR related information. Establish, communicate, and follow effective processes to support the career advising/writing student career program to provide effective support. Monitor plans and maintain/track timelines and deadlines. Create efficiencies.

Development and Administration of department Policies and Practices

Develop and draft recruiting policies and practices for staff and students to ensure compliance with rules and governing policies for recruiting MBA students by the MBA CSEA organization. Develop recruiting policies which include timelines, guidelines for companies and students, and procedures for recruiting programs for MBA students. Develop procedures for the department for budget, finance, personnel, and student programs. The role will author user (staff and student) handbooks, and instructions to use the student employment platforms and other programs. This position will update department procedures for financial and student employment reporting as needed. The role will also oversee and maintain employment statistics records for publications and reports. Work with recruiting and program directors on scheduling deliverables and coordinating progress updates.

Supervision of Student(s)

Recruit, motivate and evaluate part-time student team members, with a preference for business majors. Collect, prioritize, and oversee projects assigned to student employees working with Foster MBA Career Management.

Lead Responsibilities

Supervise program operations classified staff and temporary employees; select and supervise student employees; Develop a strategic plan with the Assistant Dean; Set up operations for the department, creating a strategic plan, roles, and responsibilities; Ensure that major programs such as Recruiting, Mentor Programs ProDev and Coaching are supported. Budget oversight and reconciliation, project management, and the professional network for UW Foster.

Supervisory Responsibilities

Supervise, manage, and evaluate classified staff and temporary employees. This position works closely with senior alumni and corporate partners, classified staff, professionals, faculty, and deans while providing student employee supervision as necessary. The Associate Director will leverage team members in overseeing projects requiring high levels of collaboration and will be expected to assess needs and coordinate with internal partners to execute projects and attain goals effectively and efficiently.

MINIMUM REQUIREMENTS:

· Bachelor's Degree in Business Administration, Communications, or similar, plus a minimum 4-years experience

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS:
· High level of tact, discretion, and diplomacy. Ability to handle senior level confidential information

· Demonstrated ability to prioritize multiple projects and tasks

· Excellent oral and written communication skills including demonstrated competency in preparation of editing complex multi-party documents

· Experience and advanced skill using Microsoft Office (including PowerPoint, SharePoint, Word, Excel, Publisher) and Microsoft Visio.

· Demonstrated ability to work well independently and in teams

· Detail oriented in maintaining records and strong organizational skills

DESIRED QUALIFICATIONS:

· Familiar with MBA Programs and/or University career services programs at the graduate level in law, business, or like disciplines

· Experience working in a dynamic environment engaging with different stakeholders

· Experience in student career programs in an advising or program leadership role

· Experience in UW graduate level career management coaching students and working with employers

· Knowledge of career services programs at the University of Washington

· Experience with Excel, PowerPoint, Adobe, Online Collaboration Tools (Zoom, Microsoft Teams, Google Hangout) preferred and software for recruiting

· Strong interpersonal, communications and collaboration skills, experience leading and supervising teams, writing policies and procedures and attention to detail are also desired.

· Strong communication skills, verbal and written

· Excellent organization and financial reporting skills

· Work on teams

· Supervisory experience

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.

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