Job Information
University of Washington CWTAP PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 240300
Department: UW TACOMA
Posting Date: 10/30/2024
Closing Info: Closes On 11/06/2024
Salary: $5,810 - $6,667 per month
Limited Recruitment: Open to UW Tacoma employees only
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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)
The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma’s commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here. (https://www.tacoma.uw.edu/strategic-planning) The UW Tacoma School of Social Work and Criminal Justice has an outstanding opportunity for a CWTAP Program Operations Specialist to join their team.
The UW Tacoma School of Social Work and Criminal Justice (SSWCJ) serves both graduate and undergraduate students, offering a Master of Social Work degree and a bachelor of arts in social welfare and a bachelor of arts in criminal justice. In addition, the SSWCJ offers an online degree completion option in criminal justice and is the only fully online major campus-wide. With a shared commitment to student success and an affirmation of the social justice values that sit at the core of the school’s mission, our faculty and staff are looking forward to developing future partnerships and expanding our school’s presence to align with the needs of the greater community.
The Child Welfare Training and Advancement Program (CWTAP) within the School of Social Work and Criminal Justice has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST. This position contributes to the long-term planning of the program in order to give the students quality service and education, and has major administrative program responsibility, using regular independent judgement and exercising discretion in work relating to the program policies and operations. The person in this position oversees operations, fiscal management, communications, and community outreach for the Child Welfare Training and Advancement Program within the School of Social Work and Criminal Justice at the University of Washington Tacoma.
Reporting to the CWTAP Director, the person in this position will regularly communicate with the Director and prioritize the tasks and goals of the program. This position will share time between the University of Washington Tacoma (UWT) and the various Department of Children, Youth, and Families (DCYF) offices, as needed. This position has extensive involvement with students, staff, grant partners and the public in carrying out program activities.
An ideal candidate will be highly organized and detail oriented. They must take initiative and have the capacity to critically and proactively manage multiple tasks and meet deadlines. This candidate will be responsible for managing the day-to-day operations of CWTAP.
DUTIES AND RESPONSIBILITIES Manage CWTAP Operations (50%)
Collaborate with the CWTAP Director to create policies and procedures to support CWTAP programmatic efforts. Recommend adjustments and revisions of processes as needed and appropriate; communicate policies to internal and external constituents.
Advise Director on CWTAP contractual, policy compliance and procedural issues.
Maintain and contribute to a clear understanding of all processes for the program, ensuring that policy and procedure are in alignment with contractual obligations.
Serve as the primary manager of program resources to assist the CWTAP Director in discerning highest and best use of resources to support program goals, and be the liaison between DCYF and CWTAP for resources such as office equipment, computers, student/staff moves, security badges, etc.
Provide policy and procedure guidance and compliance with Title IV–E certifications. Ensure an organized and comprehensive Title IV-E certification record-keeping system is being maintained for field instructors (FIs). Ensure re-certifications are kept up to-date.
Create comprehensive quarterly reports for UW Seattle and DCYF outlining each student in the CWTAP program, tuition assistance disbursed each quarter and overall.
Ensure compliance with departmental, institutional, and state policies, rules, and regulations regarding program and fiscal processes.
Interface with students, faculty, staff, DYCF partners and stakeholders concerning program resources, activities, and collaboration possibilities.
Track program data and analyze and create periodic progress reports.
Manage office workflow.
Interpret university and department policies for advising and admissions and develop program processes accordingly; ensure advisors and recruiters understand UW Tacoma advising and admission requirements and standards. Routinely revise admission processes to meet both SSWCJ and DCYF needs.
Review, update and finalize syllabi and practicum guides in coordination with the Director and FIs.
In collaboration with SSWCJ advisors coordinate, develop, advertise and attend CWTAP recruitment efforts for Bachelor of Social Work (BASW) and Master of Social Work (MSW) CWTAP.Manage CWTAP Relationships, Communications, and Outreach (10%)
Build and maintain effective and collaborative relationships with UW Tacoma units, DCYF, other CWTAP schools, tribal, and community partners.
Create new publications for marketing purposes in partnership with the other 2 CWTAP schools. Ensure accuracy of written materials and website and that updates are made as needed.
Manage student admission and enrollment processes for BASW and MSW CWTAP including conducting information sessions and participant agreement signings.
Ensure electronic documents, databases and hard copy filing systems such as the CWTAP shared (S) drive and the CWTAP student information database (Access) are being maintained and updated.Fiscal and Budget Management (20%)
Manage a portion of the CWTAP budget to include quarterly student tuition disbursements for the BASW and MSW CWTAP students.
Organize and maintain a comprehensive record-keeping system for tuition and fees disbursement activities.
Prepare procurement transactions in Workday such as Expense Reports (ER), Miscellaneous Payments (MP) and catalog ordering.
Create and distribute quarterly financial tuition disbursement reports such as Educational Assistance (EA) and Quarterly Reports (QR), etc.
Develop and distribute quarterly statements of each student’s financial commitment to CWTAP.
Oversee CWTAP travel for Director, FIs, staff and students and process travel reimbursements.
Oversee “Pro Card” (procurement purchasing credit card) per University purchasing policies and procedures and reconcile monthly for all expenses incurred.
Oversee “Workday” (procurement platform) to order supplies, process purchases, invoices, and prepare expense reports, advances and other reimbursement requests.
Collaborate with Director and FIs to develop Scope of Work (SoW) contracts for guest speakers/lecturers and process payments in Workday.
Other budget and fiscal tasks as assigned.Supervisory Support (20%)
Hire, train, supervise and evaluate performance of at least one program coordinator(s) in CWTAP.
Review and approve work time, vacation and sick leave.
Run reports and monitor payroll processing to ensure that program coordinator(s) are paid in a timely manner.
Help resolve employee issues and disputes. MINIMUM REQUIREMENTS
Bachelor’s degree in Public Administration, Business or related fields and a minimum of four years of experience in program administration to include supervision and financial management. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Ability to work independently to direct staff, manage budgets and fiscal matters, and to support Director, faculty, and staff in meeting the contractual deliveries set forth by DCYF.
Strategic and problem-solving experience with superior planning, organizational and financial management skills are critical; ability to define issues, options and solutions; implement changes within targeted time frames.
Strong record of leadership and demonstrated skills in team development, personnel management and supervision; management style that fosters teamwork, communication, flexibility, trust and patience; ability to work with faculty members and DCYF staff.
Strong interpersonal skills; ability to work effectively and cooperatively with a wide range of students, administrators, faculty, staff and external constituencies; exemplary customer service skills.
Experience in event planning and implementation.
Demonstrated skills in financial planning and analytical experience in budget development, management and compliance.
Strong time management and organizational skills and attention to detail; ability to multi-task; ability to prioritize competing demands to successfully meet deadlines and project milestones; flexible and resourceful.
Strong verbal and written communication skills; proven ability to handle executive-level confidential information with a high degree, discretion, and diplomacy.
Technology skills for database development and management are essential.
Demonstrated commitment to access and inclusion, with the ability to collaborate across diverse populations; have a strong service orientation, excellent work standards and professional demeanor.
Knowledge of/familiarity with federal Title IV-E and child welfare practices in Washington State. DESIRED QUALIFICATIONS
Direct management experience in higher education administration and finance operations.
Working knowledge of UW and UWT policies and procedures, as well as knowledge of Title IV-E and the Department of Children, Youth and Families (DCYF).
Demonstrated experience using UW administrative systems including Workday, Workday Finance, EARS, and 25Live.
Advanced Proficiency in Microsoft Office 365 and Google applications. 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.
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.
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