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University of Washington PROGRAM OPERATIONS SPECIALIST (STUDENT AFFAIRS) in Seattle, Washington

Req #: 212470

Department: SCHOOL OF MEDICINE

Job Location Detail: A hybrid work schedule (combination of remote work and on-site work) may be considered for this position.

Posting Date: 09/14/2022

Closing Info: Open Until Filled

Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.

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-academi-staff-20210208.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 School of Medicine has an outstanding opportunity for a Program Operations Specialist to join their team. POSITION PURPOSE The Student Affairs program operations specialist plays an important role in facilitating student programs and initiatives for the School of Medicine financial aid, career advising, and academic support units. The specialist is responsible for programmatic management, data collection and analysis, and administrative coordination for these units, and provides administrative support for an assistant dean within Student Affairs. This position works collaboratively with School of Medicine and regional WWAMI partners to support students throughout their medical school training. The program operations specialist impacts the scope and quality of the School of Medicine medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that academic support, career advising, and financial aid services are accessible and provide timely and quality services to all students across the WWAMI region. This position provides critical assistance and services towards fulfilling the national standards for academic support, career advising, and financial aid services as required by the Liaison Committee on Medical Education. The program operations specialist has frequent contact with medical students and works closely with student affairs administrative leadership. This position must be service-oriented and customer-focused, and able to address issues in a prompt and professional manner. The program operations specialist must be able to multitask, prioritize responsibilities and competing tasks from students and administration, and work independently under pressure of frequent deadlines and changing priorities. It requires a high degree of independent decision-making and problem-solving skills, data collection and analysis skills, and the ability to work effectively with faculty, students and staff. This position analyzes student data, plans and projects future student program needs, and assists in meeting student program goals. DUTIES AND RESPONSIBILITIES Program Operations Manage communications to the student body from the academic support, career advising, and financial aid units. Adhere to a yearly communications calendar, paying attention to key school, university, and national deadlines to ensure messages are delivered in a timely manner. Monitor departmental email inboxes, respond to student queries, create monthly newsletters, and maintain websites. Coordinate workshops, presentations, and informational videos for medical students. Arrange workshop details, prepare presentation content for unit directors, and maintain video and resource libraries. Collaborate with Disability Resources for Students to ensure that programs and materials are universally accessible. Assist unit directors in refining newsletter, presentation, and workshop content in order to develop a longitudinal program that progresses over 4 years to help students improve their academic skills, career development, and financial literacy. Prepare presentations on residency match and USMLE licensing exam trends and performance for various School of Medicine committees. Assist academic support with the administration of the tutoring program. Maintain tutor databases, assist with hiring, manage the tutoring scheduling system, compile utilization statistics, coordinate training sessions for new tutors, and administer evaluation surveys. Maintain appropriate resources and guidelines for tutors and the program. Manage the career advising mock interview program. Collect applicant interview materials for faculty interviewers. Process faculty payments, schedules, training sessions, Zoom logistics, evaluation surveys, and interviewer feedback for students. Maintain appropriate resources and guidelines for mock interviewers and the program. Maintain the residency programs resource library. Catalogue residency program materials, update inventory, keep the library organized and accessible to medical students, and collaborate with regional WWAMI partners to develop residency program libraries as needed. Provide administrative assistance with the residency match programs, including the SOAP process and match day event. Collaborate with financial aid to collect and process financial aid applications. Review applications for completion and notify students of missing application materials. Create application packets for review by financial aid counselors. Notify students of financial aid eligibility and scholarship awards. Support the work of the financial aid counselors as it relates to programming around debt management and senior loan exit interviews. Provide assistance with other student affairs events, programs, and exam proctoring as needed. Special projects or additional duties as required by the assistant dean of student development. Data Tracking and Reporting Collect data on students' utilization of financial aid, career advising, and academic support services. Analyze data for trends in demand and usage to inform future program development. Provide quarterly reports to unit directors. Design and administer satisfaction surveys. Evaluate the efficacy of programming and identify opportunities for program enhancement and improving student outcomes. Monitor USMLE licensing exam registration and dates. Follow up with students who are non-compliant with completing the exams by the necessary deadlines and refer them to the academic support specialists, College mentors, curriculum office, Student Progress Committee, and/or associate/assistant deans as appropriate. Track USMLE licensing exam scores. Provide weekly score updates to regional deans, academic support specialists, and college mentors. Track residency application data, including number of applied programs, interviews received, and residency match status. Generate reports for deans, committees, and specialty advisors. Collaborate with IT specialists to develop IT and data visualization resources for students to utilize in their subsequent application processes. Monitor student enrollment records to determine financial aid disbursements. Alert financial aid staff of changes to course credits and start dates. Administrative Support Provide administrative support to the assistant dean for student development. Manage the day-to-day administrative affairs, including managing confidential calendars, setting scheduling priorities, resolving appointment conflicts, coordinating travel, preparing meeting documents, and managing reimbursements. Manage communications for the assistant dean, including triaging incoming communications and producing general correspondence, memos, reports, mail merges, newsletters, and emails. Provide administrative support for committees overseen by the assistant dean, including coordinating meeting logistics, distributing agendas, minute-taking, monitoring projects, distributing materials, and communicating outcomes to stakeholders. Assist telephone, email, and walk-in inquiries as appropriate. Manage shared unit email inboxes, triage program inquiries, follow up to assure timely responses. Demonstrate high levels of customer service when greeting applicants, students, and faculty. Direct clients to the appropriate information resources while maintaining a welcoming and professional demeanor. Assist with scheduling appointments with unit staff as needed. Accurately maintain electronic records and databases using Excel and other software programs. Administer, maintain, and file administrative, student, financial, and electronic database records to ensure compliance with federal, state, and University policies and procedures. Maintain a high level of confidentiality and discretion. Initiate, allocate, and monitor spending, purchase order requests, reimbursements, expense reports, pro-card purchases, supply order requests, and other purchasing and reimbursement requests. Maintain purchasing records and resolve problems including UW purchasing and vendor inquiries, unpaid invoices and order status. MINIMUM REQUIREMENTS Bachelor’s degree and two years of relevant work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Excellent oral and written communication skills and excellent interpersonal skills; ability to manage multiple stakeholder relationships and communicate effectively with diverse audiences. Ability to work effectively both on a team and individually. Excellent organizational skills, time management skills and attention to detail. A strong ability to multitask and prioritize. Able to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects. Ability to work independently with a high degree of reliability, accuracy and productivity. Proficient with spreadsheets and databases. Proficient in Microsoft Office suite and WordPress, and a willingness to work with new software and technology. Strong goal and results orientation, strategic thinking, problem solving, sound judgment and discretion with access to sensitive information. Experience with writing, editing, and proofreading. Effective at dealing with sensitive issues and maintaining collegial relationships. DESIRED QUALIFICATIONS Experience with supporting senior-level staff or schedule management. Experience with data analysis and survey design. Experience with designing webpages and newsletter content. Experience and/or familiarity with medical school programs. Experience working with underrepresented students in a university or similar setting. CONDITIONS OF EMPLOYMENT The position may require the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend and give presentations at events and/or meetings. Telework may be permissible in a limited capacity. 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.

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