University of Washington PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 226971
Department: OFFICE OF GLOBAL AFFAIRS
Posting Date: 09/18/2023
Closing Info: Open Until Filled
Salary: $4,343-$5,000 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA’s major activities include:
• Initiating and supporting scholarly research on global issues across campus units and departments, disseminating information about relevant faculty expertise, funding opportunities, and institutional ties abroad. • Providing a portal through which external stakeholders -- including business leaders, government officials, non-governmental organization representatives, international alumni, and ethnic and cultural affinity communities -- can learn about and participate in UW global activities and resources. • Serving as a central guide and resource for developing and successfully implementing study abroad programs, international research collaborations, and foreign institutional partnerships. • Supporting UW community members in planning and carrying out international education, research and community engagement in a safe and productive manner.
To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad and exchanges; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.
The Program Operations Specialist supports the work of the Office of Global Affairs (OGA) leadership team under the general supervision of the Director of Global Engagement. The position works closely with the Vice Provost and Associate Vice Provost, and supports OGA’s work related to advancement and stewardship, communications, events and international delegations, and other general office management.
It is essential and critical to keep track of multiple issues, topics, people and projects. This position requires that the employee works independently to develop and manage projects, events, and proposals where the Director of Strategic Initiatives can review and approve with minimal guidance. Excellent judgement and the ability to develop processes and systems to make outreach, projects, and events processes easier for the office are critical. The individual must be able to successfully navigate and manage protocol for events, projects and communications involving international groups.
The Office of Global Affairs led by the Vice Provost (VP) for Global Affairs is highly influential in all internationally-related areas of the UW's mission and at all levels of the institution. Because the Program Operations Specialist must act on his/her own initiative in managing projects with minimal guidance s/he shares in the complexity and impact of the office.
RESPONSIBILITIES: Office of Global Affairs (OGA) Project Management
• Run projects and develop proposals independently, including developing program/event budgets. Use sound analysis and assessment to ensure the success of these activities. Develop systems to make managing projects and events more efficient while ensuring high quality. Develop policy content guidelines to improve processes and better serve constituents. • The Program Operations Specialist will focus primarily on three main project areas: • Management and coordination of arrangements for high-level international delegations visiting the UW in partnership with UW Advancement and other partners. This includes scheduling meetings and events with senior UW leadership and relevant corporate and foundation partners and preparing briefing materials. • Plan and organize international-related events at the UW and abroad. This may include senior dignitaries from foreign governments or other critical international partners for UW. • Manage the application and committee review process for OGA grants and awards, particularly the Global Innovation Fund. • Step into critical roles in OGA, such as supporting the Vice Provost, handling communications or international agreements when staff are traveling or away from the office.
Advancement and Communications Strategy and Project Implementation
• Support the development and enactment of OGA advancement strategy. • Manage implementation of strategic events for donor, partner, and academic audiences. • Design and make annual updates to stewardship materials. Carry-out OGA stewardship plan. • Manage follow-up correspondence related to UW leadership travel (including President, Provost, Vice Provost and Associate Vice Provost of Global Affairs). Enter OGA Advancement contacts into Advance. • Create briefing documents and reports. • Manage general updates to the OGA website. • Monitor campus news for global-related stories and update uw.edu/global stories weekly or as appropriate. Collect story information and enter into OGA story database for publication on Global Engagement Data Map.
Administrative and Operations
• Provide administrative support to VP and AVP, including scheduling and managing calendars and processing travel reimbursements. • Manage office processes and orders for OGA. • Answer main office phone line and greet visitors who enter the office. • Monitor office email and other web accounts, triage and manage responses as appropriate. • Draft and send responses to general inquiries.
Other duties as assigned.
Bachelor's Degree and one year of experience. Excellent verbal and written communication skills, attention to detail, ability to interact professionally with high-level staff and visitors in person, via email, and over the phone.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED:
• Event planning experience • Project management experience • Experience with WordPress, Advance, Marketo and/or Cvent • Experience with Adobe tools including Spark, Illustrator, InDesign, and/or Acrobat • Experience in higher education • International experience and/or demonstrated cultural competence
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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