Program Coordinator Assistant - Utah State University

Overview:

The Utah On-Site Wastewater Treatment Training Program, administered through the Utah Water Research Laboratory (UWRL), is seeking a motivated and detail-oriented individual to join us as a non-benefited/hourly Assistant On-Site Wastewater Training Program Coordinator. The Assistant Coordinator will help the Coordinator in the execution of training classes and provide support to program instructors.

 

Review of applications will begin in September 2024 and will continue until the position is filled.

Responsibilities:

• Every January: Find location and dates at health departments for 14-18 workshops a year. Coordinate with local health departments and instructors. Work with the UWRL receptionist and Communications Group to develop online registration and data spreadsheets. Double-check registration information from BigCommerce website for accuracy.
• Coordinate with the UWRL receptionist to answer questions. Develop online FAQS to answer commonly asked questions. Work with UWRL Communications Group to update the website as needed.
• Every February and August: Recertification testing. Determine which health departments want to administer recertification tests. Notify health departments where no one signed up. Coordinate with the health departments who did have registrants, send them the exams and guidelines for proctoring exams.
• Workshops: Two weeks before the start of the workshop, order snacks to be delivered to the class location.
• Purchase bottled water and other snacks as necessary -give them to an instructor to take to the classes.
• Within two weeks of a class, coordinate with instructors to update manuals, forms, and other educational handouts for the various classes and take them to FedEx Office for copying. Work with FedEx Office to send them to the class locations 2-3 days before the class starts.
• Within one week of a class, send out standardized information emails about upcoming classes. For Level 3 workshops, notify people if they passed or not. After every class, send to the Utah Division of Water Quality (DWQ) the names of the people who pass. In the registration database, note who did not pass.
• Work with personnel at DWQ to ensure DWQ information provided in classes is up-to-date.
• Maintain a database of class grades and a notification list for upcoming classes.
• Provide each person who attended class with a certificate of attendance, whether passed or not.
• For classes with field sessions, provide one of the instructors with necessary field equipment to transport to class.
• For Levels 2 and 3, arrange for lunch catering for the final day of class.
• DOPL: For licensed general contractors and licensed plumbers, to renew their DOPL licenses every 2 years, they must attend a DOPL- approved class. All certification classes are DOPL-approved for these professionals. Obtain DOPL license numbers and business names from those two groups of professionals, confirm their information on DOPL website, and submit the information that they attended classes to DOPL with the required payments. Provide each professional with a DOPL-approved certificate.
• Every two years, renew the approval online from DOPL for the classes. Renewal includes approval of instructor qualifications and course content.
• Work with UWRL Communications group to add DOPL information to online registration forms.
• Every two years, renew the approval online from DOPL for the classes. Renewal includes approval of instructor qualifications and course content.
• Work with instructors to improve educational approaches and materials, based on experience in instructional design and training.
• Assist instructors with program needs that may arise.

Qualifications:

Organizational skills

• Time Management: Ability to manage and prioritize tasks to ensure training runs smoothly.
• Attention to Detail: Ensuring that all aspects of the training are planned and executed without oversight.
• Project Management: Coordinating multiple aspects of the training, including logistics, scheduling, and resources.

Communication skills

• Verbal Communication: Clearly conveying information to team members, participants, vendors, and stakeholders.
• Written Communication: Crafting clear, concise, and effective emails, reports, and promotional materials.
• Interpersonal Skills: Building relationships with vendors, attendees, and team members to facilitate smooth coordination.

Technical skills

• Familiarity with software being used for scheduling, registration, and communication (e.g., Excel, Google Suite, Zoom).

Customer Service

• Client Focus: Ensuring that the training meets the needs and expectations of clients or participants.
• Feedback Handling: Gathering and responding to participant feedback to improve future training.

Financial Management skills

• Cost Management: Planning and adhering to budgets and ensuring cost-effective solutions.

Required Documents:

Along with the online application, please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
2. Contact information for three professional references to be entered in the Candidate Profile
3. Cover letter to be typed/pasted at the end of your application

Please do not upload any documents other than your resume to your candidate profile. You will be instructed to type/paste the cover letter into the end of your application.

 

**Document size may not exceed 10 MB.**

Advertised Salary:$25 minimum per hour, commensurate with experienceADA:

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 10 pounds. 

University Highlights:

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

 

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

 

*updated 04/2024

Notice of Non-discrimination:

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023