PROGRAM SUPPORT SUPERVISOR - University of Washington

Req #: 240297 Department: UW TACOMA Appointing Department Web Address: https://www.tacoma.uw.edu/ue Posting Date: 10/30/2024 Closing Info: Closes On 11/13/2024 Salary: $4,119 - $5,532 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-summary-classified-staff-greater-than-half-time-20220908\_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 Office of Undergraduate Education has an outstanding opportunity for a Program Support Supervisor I (NE S SEIU 925 Supv)to join their team.** The Program Support Supervisor is responsible for managing office operations and providing information to students, faculty, and the public regarding program content, policies, and activities. The position serves as a liaison between the Office of Undergraduate Education (OEU) and other offices and academic units across campus. This individual will provide regular updates to colleagues and students and build and administer surveys as needed to obtain data for the department. This position also assists with assessments efforts including student and faculty surveys and organizes various campus events to support departmental and campus initiatives. This position also independently supervises support staff. **DUTIES AND RESPONSIBILITIES** Serve as an OUE liaison with UWT programs and operations + Undergraduate Academic Advising (UAA) - Work with academic advisors to facilitate Core program and pre-majors (help plan and coordinate New First Year Student Advising and Registration Workshops to ensure students receive information regarding the freshmen core); refer students to advisors; coordinate activities that involve OUE and UAA with the Program Support Supervisor for UAA. + UW Tacoma (UWT) Enrollment Services/Admissions and Registrar's Office - Work with Admissions and Enrollment Services on undergraduate admissions questions, resolution of registration issues. Collaborate with Registrar's Office on classroom requests, Core Curriculum, TUNIV courses, and Time Schedule issues. + Student Transition Programs - Orientation and Jump Start Committee member - Help coordinate pre-orientation and new student orientation events. Assist with planning of Math Placement testing during pre-orientation events.In Addition + Coordinate staff and student hiring processes. Serve as a liaison with Academic HR as needed for special faculty payment. Approve student and staff timesheets. + Manage Time Schedule processes (including classroom requests and changes). Maintain and update program offerings in campus Time Schedule using Time Schedule Construction Systems and Time Schedule Update applications. + Handle curriculum approvals and serve as a liaison with the APCC and UW Curriculum office on new courses/course changes and updating course descriptions and prerequisites. + Review and update OUE publications such as the OUE section of the UWT General Catalog. + Participate in meetings as the Undergraduate Education Program Representative: Program Administrators (ACE) group, UWT Time Schedule Committee, Student Orientation Committee, Jump Start to Success Committee, Undergraduate Education Program Meetings. + Manage OUE office coverage; work with the director in setting-up staff meetings; write up and maintain minutes from OUE staff meetings.Undergraduate Education website maintenance + Conduct updates on OUE website using current institutional software. + Update and create OUE website information. + Maintain website and update with faculty/staff requested changes.Event Planning and Facilities + Coordinate room requests and reservations for program. + Order and make arrangements for catering. + Coordinate office and building key and keycard requests. + Regulate and monitor Facilities, Media Services, and IT (tachelp) requests for program.Records Management + Maintains all OUE records in accordance with the UW retention schedule. + Serves as OUE's representative with UW Records Management. Manage all Undergraduate Education records. + Oversee the office records management procedure and obligations. + Maintain records retention, records storage, and records destruction. + Independently monitor campus changes to records procedures and implement adjustments to program policies as required.Student Support + Work with OUE Director, Assistant Director, and OUE staff on special events and projects (Sophomore Summit, Spring into Sophomore Year, Summer Bridge to Success, Student Showcases, Majors Fair, Jump Start (pre-orientation), and other related events. + Provide assistance with test scheduling, proctoring, and advising as needed. + Assist with correspondence with UW Seattle, UW Bothell, Tacoma Community College (TCC) and UW Tacoma officials regarding test policies and procedures. + Create/update student information and other materials regarding program information and procedures. + Assist with scheduling and distribution of entry codes for TUNIV and TMATH 98. Serve as main point of person for students, UWT administrators, and Tacoma Community College administrators and faculty for TMATH 98. + Use student databases as needed to determine student prerequisites and other pertinent information.Budget + Coordinate and manage OUE funding/budget processes. + Work on budget/fiscal issues as needed. + Serve as department's procurement cardholder (Procard), reconcile monthly statements; and approve online expenditures for three budgets: 1) General/Operating, 2) Course Fees, and 3) Testing Fees and manage transactions for two grant-based budgets; 1) Summer Bridge and 2) Spakes Endowment Fund. + In charge of travel, reimbursements, and purchasing: Process travel, mileage, and materials reimbursements for faculty, including honorarium for guest speakers. Also monitor, purchase, receive, and inventory equipment and supplies. + Track all incoming fees and related expenditure relative to each course/program they are collected for. + Project income and expenditures and make recommendations about spending and charges to maintain program activities and events. + Collect all documents and receipts for verification at the end of each month and quarter in order to process the Procard report and reconcile budgets.Faculty Support + Course Syllabi: Collect all course syllabi and maintain course syllabi records. + Course Evaluations: Oversee course evaluation for program; disseminate results to individual faculty members and distribute to appropriate academic units, and program Directors/Deans. + Book Orders: Coordinate quarterly textbook orders for Core and T UNIV courses, communicate deadlines and procedures to faculty. + Grades: Serve as OUE representative for grade submission. Remind faculty about grade submission deadlines and monitor grade submissions. Administer online grade process and provide consulting to faculty around processes. + Forms: Process fieldtrip requests, course fee funds requests for course materials and collect all fieldtrip consent forms from faculty. + Time Schedule: Maintain and update schedule as changes in faculty necessitate, enter courses into the time schedule system, and collect course titles and descriptions for TCORE courses so the information is available on the Time Schedule. Support leadership and instructors in planning for the current academic year. Assist with on boarding new Core faculty, faculty development workshops, and schedule tweaking.Staff Support and Supervision + Supervise OUE staff and student workers on daily basis. + Hiring manager for all student workers providing general program support. + Independently direct staff and coordinate duties. + Approve and submit timesheets and leave requests. + Evaluate performances on a quarterly or yearly basis. + Train and mentor student workers to learn higher-levels tasks. + Organize and schedule meetings at the request of the director. **MINIMUM REQUIREMENTS** + High school graduation or equivalent and three years of applicable experience in the program specialty OR Equivalent education/experiences. 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.