Administrative Service Manager C - Western Washington University

Administrative Service Manager C Apply now (https://secure.dc4.pageuppeople.com/apply/793/gateway/default.aspx?c=apply&lJobID=501949&lJobSourceTypeID=796&sLanguage=en-us) Work type: Permanent Full Time Location: Bellingham, WA Categories: Woodring College of Education Position TitleAdministrative Service Manager C About the University Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western has additional sites in Anacortes, Bremerton, Everett, Port Angeles, and Poulsbo. Western is recognized nationally for its successes, such as being named one of the top public master's-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report. Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity. Western's greatest strength is the outstanding students, faculty, staff, and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive. In pursuit of this excellence, individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff, faculty, administration, student, and external constituents. Further, individual employees are expected to have the ability to operationalize sustainability concepts (economic, societal, environmental) into all aspects of performing their job duties. About the DepartmentThe Education Leadership and Inclusive Teaching Department supportsWestern's mission (https://president.wwu.edu/mission-strategic-plan) , which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity. About the PositionThe Administrative Services Manager performs a wide scope of complex duties and responsibilities in the operations of the Woodring Inclusive Teaching Programs located at the main campus in Bellingham, as well as working collaboratively with two other department managers to support the Education Leadership and UG/PB outreach programming. With delegated authority and under the direction of corresponding department chairs, this person will oversee all aspects and operations of the Inclusive Teaching Program offerings as well as collaborate to manage the Teacher Outreach Education Programs and Teacher Residency program (House Bill 5187) in a dynamic, fast-paced, and constantly evolving academic environment. The manager provides counsel, interpretation, and assistance to the program Chair and academic program directors of the respective programs and oversees budget, personnel, administration, and program operations, often exercising independent judgment and decision-making facilitating the overall operation of the programs. It will also be the goal of the department that this position manages the MEd in Special Education as it is brought out of moratorium during the AY 2024-25 curricular cycle. Position is based at the main campus in Bellingham. Additional evening work will be required on occasion to support on-site program events, as well as occasional travel to Woodring outreach sites. Duties: Program Management/Administration + Manage the operations of the following programs: + Disability and Advocacy Minor + Disability and Advocacy, BAE + Early Childhood Special Education P-3 and Early Childhood Education P-3 (Dual Endorsement), BAE + Early Childhood Special Education, BAE + Inclusive Education (Dual Endorsement Elementary & Special Education), BAE + Multilingual Special Education, BAE + Special Education + P-12 plus Content Endorsement (Dual Endorsement), BAE + Special Education, BAE + Special Education, Non-Thesis, MEd (Endorsement Optional) (In Moratorium) + Education for Inclusive Environments Residency, BAE (Dual Endorsement Outreach Program) + Special Education Residency, BAE (Outreach Program) Detailed work includes responding to inquiries, developing plans of study unique for each student, managing admission and registration processes, communicating with staff and faculty at respective site locations to inform of student attendance, processing student quarterly tuition payments, as applicable, and maintaining website and promotional materials. + Supervise ELIT department coordinator, and work closely with staff who support on- and off- campus programming, in an effort to ensure all programs are following best practices set forth by Department + Generate and organize materials to initiate faculty assignments, contracts, retention, promotion, and separation. + Manage all aspects of corresponding program faculty staffing needs. This includes working with the appropriate WWU offices to initiate Page Up postings, hiring, contracts and onboarding. + Manage faculty contract administration and send communication to corresponding faculty on behalf of the Department Chair regarding proposed faculty loads for: + 6 tenure line faculty, 21 non-tenure track faculty, 3 senior instructors for the programs across multiple departments and sites (including distance learning), 4+ non-tenure track faculty for the programs across multiple departments and sites (including distance learning), 7 senior instructors for the programs across multiple departments and sites (including distance learning), 3 tenured academic program directors + Verifies procedures and rotations for NTT faculty reviews and evaluations + Orients faculty on university personnel, financial, administrative and facilities policies and procedures + Provides confidential advisement and counsel of departmental activities and developments to Department Chair and Program Directors. + Perform routine audits of the Woodring Information Systems database to ensure that data entry is consistent among our programs + Advises and creates general program policies and procedures in accordance with university, FERPA, and WAC policies and procedures + Interprets state level, university, and college policies and procedures as they apply to both certification and non-certification programs. + Coordinate and maintain inter-departmental communication for student services and programs; + Coordinates faculty applicant review for secondary content area endorsement evaluations + Collaborates with department staff, Admissions Office, and Graduate School to ensure applicants meet minimum application requirements; regularly communicate with applicants regarding their status/eligibility for admission. + Verifies that all admitted students meet the state requirements + Creates complex reports, schedules, and projections utilizing Argos, WIS, Banner, and Excel spreadsheets and presents pertinent information + Aids with research projects and presentations + Reviews all SPED and EXCE recruitment and marketing materials including infographics, flyers, and brochures created by other staff in outreach and disseminates materials for appropriate vetting. + Oversees the revision and maintenance Inclusive Teaching & Exceptionality websites in collaboration with department managers + Manages department event planning and preparation + Collects information from school district personnel regarding student practicum and internship placements, enters data into WIS + Supports district mentor teachers with obtaining clock hours and processes mentor teacher stipends. Creation and Maintenance of Programmatic Schedules + Work with corresponding Department Chair and Program Directors to create, coordinate and maintain department schedules for SPED & EXCE Outreach Programs located at Bremerton, Everett, and Renton. + In consultation with the corresponding Department Chair, the Academic Program Directors, and OCE, respond to scheduling change requests and adjust course schedules + Make adjustments to NTT and Senior Instructor contracts to reflect changes made in schedule. + Troubleshoot any and all scheduling changes throughout the year Budgeting and Fund Management + Manage program funds and serve as budget authority for the Education for Inclusive Environments Residency Program at approx. $1,300,000.00 per fiscal year. + Manage program funds and serve as budget authority for the Inclusive Teaching programs + Manage departmental grant funds in partnership with faculty PI and RSP + Develop and create mechanisms to support mentor teacher annual stipends + Manage the contract for the EATRC Director and manage the EATRC budget of approximately $35,000. + Prepare cost analyses and projections for above-listed budgets. + Review budget status reports: analyze problem areas, + Education for Inclusive Environments, Everett including: + Budgetary management includes planning, approving expenditures, defining and running reports, budget reconciliation and budget adjustment of state, self-sustaining, Western Foundation, and grant funds; serve as budget authority, routinely monitor, and monthly reconcile program budgets. + Maintains contracts with various vendors. + Authorizes, prepares, and approves purchase orders, services reimbursement forms, honorariums, and travel forms + Reviews and authorizes department PCard expenditures + Prepares annual and emergent NTT Temporary Funds Requests Student Support + Verify students registering meet eligibility requirements, including fingerprinting clearance and vaccination status. Maintain confidentiality while communicating with faculty and students about accommodations. + Coordinate with other academic departments on registration preparation and solve registration issues when they arise. + Maintain and oversee the input of student records + Work with Woodring Certification Office to ensure all necessary information is in student files. + Distribute quarterly class schedules to students enrolled in the Renton undergrad programs; advise students on registration processes and monitor records to ensure all students have registered in accordance with their plans of study + Oversee registration processes each quarter (specific to main campus and the Renton undergrad, post-bac, and endorsement-only programs) + Analyze and process students petitions to waive or substitute courses based on professional program guidelines and procedures. + Navigate graduation/certification processes for students enrolled in the main campus and Renton undergrad programs; work closely with students, their advisors, Woodring's Certification Office, and the Registrar's Office; + Advise department staff regarding new program information, university, college, state, and department policies and procedures. + Run quarterly grade check query in Argos to verify students are meeting department GPA requirements and state teacher certification grade requirements. + Review and monitor status of student petitions, Schedule Adjustment and Student Site Transfer forms; + Support students who do not pass the state tests required for certification and endorsements. Manage and Supervise Classified Staff + Directly supervise one classified staff + Work in connection with the EATRC Director to hire, supervise and approve timesheets for 4 work-study student employees. + Create temporary position descriptions, manage all aspects of hiring in PageUp and approve time sheets for all temporary grant funded positions in the department. + Manage personnel processes for staff including hiring, managing, supervising, and training employees; conducting performance evaluations; ensuring that work assignments are accomplished with departmental objectives; recommending and imposing disciplinary action. + Verifies and approve payroll for program coordinators. Approve and track leave requests. Coordinate Department Curriculum Changes + Coordinate with Program Directors and Department Chairs on programming curriculum changes. + Communicate upcoming changes to outside stakeholders and staff and faculty in collaboration with Department Chair + Draft and send collegial communication on behalf of the corresponding Department Chair and Academic Program Directors + Initiate department-wide curriculum Curriculog, ensure all information needed for approval is included in the proposal and monitor status of the proposal. Coordinate with Woodring Curriculum Council, Teacher Curricula & Certification Council, Woodring Graduate Council, and Academic Coordinating Commission on changes that need to be made to proposals. + Review prerequisites and co-requisites for courses and initiate curriculum proposals, as needed. + Coordinate with the Registrar's office on all matters related to the university catalog for the programs, including annual proofing and change submissions. + Attend meetings as requested Public Information, Outreach, and Event Planning + First point of contact for prospective students, families, employers, faculty, staff, administrators, and donors. + Initiate and support all communication and outreach efforts. + Oversight of program promotion and representation in the Inclusive Teaching community. + Serves as primary contact with external network of schools, associations and organizations as required. + Approves participation by students, faculty, and staff in recruiting events, conferences, and career fairs. + Manages program website to ensure information reported is accurate. Create, edit, revise content and maintain program website and faculty/staff internet site. + Create, review, publish, and maintain recruitment materials, including infographics, flyers, and brochures. + Plan and assist with events such as quarterly orientations, new student orientation, invited speakers/presentations, community events. Facilitate logistics, refreshments, parking, invitations, etc. + Arrange fall retreat logistics, including refreshments, meals, and items needed for chair, directors and faculty + Arrange departmental participation in recruitment opportunities for State Educational Recruitment Fairs + Represent department and participate in committees and other university-level activities as appropriate. Required Qualifications + Bachelor's degree PLUS five years of related full-time administrative and/or supervisory experience. Additional administrative or supervisory experience may substitute, year-for-year, for educational requirements + 5 or more years' experience with grant management, diverse budgeting, and fiscal accountability + Experience in teacher education programming and knowledge of state policy and policy changes relevant to teacher education programs + Demonstrated ability to work effectively in a fast-paced environment with multiple overlapping deadlines while attending to emerging needs + Experience and knowledge of higher education policies, practices, cultures, and strategic priorities + High proficiency in using computer systems, including but not limited to: Microsoft Office Suite (Access, Word, Outlook, Excel, PowerPoint and Publisher), internet applications, database applications, web mastering tools, and other office management computer systems + Strong writing and interpersonal communication skills, including experience handling sensitive and confidential matters + Demonstrated customer service experience in a professional environment including dealing with difficult situations or individuals + Demonstrated ability to work in a team environment with limited supervision + Demonstrated ability to build and promote an equitable and inclusive work environment with a positive and collaborative team culture + Demonstrated ability to plan, organize, monitor, and direct operational processes + Demonstrated evidence of strong organizational, collaborative and coordinating skills, which include a high level of attention to detail + Demonstrated ability to work effectively in a fast-paced environment with multiple overlapping deadlines while attending to emerging needs + Demonstrated ability to promote an inclusive and equitable work environment + Ability to work evenings and travel to various WWU site locations and other venues as needed + Valid driver's license Preferred Qualifications + Experience working in higher education + Experience with Banner, SAP Concur, OnBase, WIS (Woodring Information System), Argos, Web4U, Millennium, etc. + Bachelor's degree or higher in education, business, or another relevant field + Administrative experience in higher education + Project management and evaluation skills + Proficient user of Banner and Millennium FAST + Knowledge of contracting processes Conditions of EmploymentAll employees must comply with our Immunization policies, includingProof of Rubeola Measles Immunity (https://policy.wwu.edu/POL-U1300.01-Requiring-Proof-Of-Rubeola-Measles-Immunity) within 60-days of hire. Please reach out toHR@wwu.eduif you need information regarding medical or religious exemption and applicable accommodations. Salary $5,611 - $7,548/month depending on qualifications and experience. Benefits InformationBenefits Overview for Classified Positions (https://hr.wwu.edu/files/2022-01/Benefits%20-%20Classified%20Staff%20%281%29.pdf) Bargaining UnitThis position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU. Application Instructions Application materials should address your experience related to the position responsibilities and the required and preferred qualifications. Closing Date NotesApplication review begins November 19, 2024; position is open until filled. Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU's Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation (https://policy.wwu.edu/POL-U1600.02-Prohibiting-Discrimination-Based-on-A-Protected-Class-Interim) . Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@wwu.edu WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services (https://hr.wwu.edu/disability-accommodations) , 360.650.3751 or 711 (Washington Relay). Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services atvpsa.office@wwu.edu. The report can be found at:Annual Security and Fire Safety Report (https://vpess.wwu.edu/files/docs/ASRCleryreport.pdf) . All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes asexual misconduct background check (https://hr.wwu.edu/sexual-misconduct-background-checks) . Job no: 501949 Advertised: Nov 04 2024 09:00 Pacific Standard Time Applications close: