Division Coordinator - University of Washington
Seattle, WA 98194
About the Job
Req #: 239064
Department: Division of Computing and Software Systems
Appointing Department Web Address: https://www.uwb.edu/stem/about/divisions/css
Posting Date: 10/02/2024
Closing Info:
Closes On 10/13/2024
Salary: $3,749 - $5,010 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)
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 University of Washington Bothell currently has an outstanding opportunity for a Full Time (100% FTE) Division Coordinator (Program Coordinator (NE S SEIU 925 Non Supv)) to support the Division of Computing and Software Systems (CSS) in the School of Science, Technology, Engineering, and Mathematics (STEM).**
The Division Coordinator will provide confidential administrative assistance for the Division Chair and coordinate a variety of processes related to the life of the division. This position will have extensive involvement with faculty and student hires to support carrying out program activities. Success in this role will require an understanding of divisional and schoolwide strategic goals and operational objectives, a high degree of flexibility, the ability to track multiple projects simultaneously, the ability to maintain a professional demeanor under time pressure, and the ability to handle confidential and sensitive matters with tact and discretion. The position will report to and work closely with the Division Chair in close collaboration with staff in the Dean's Office and other schoolwide staff teams. Other individuals in these roles will be crucial as well.
**DUTIES AND RESPONSIBILITIES** General & Communications
+ Represent Division of Computing and Software Systems (CSS) positively and professionally in meetings and other interactions.
+ Use specialized knowledge of program goals and priorities to coordinate effectively with Dean's Office and other campus staff in providing administrative support for the Division of Computing & Software Systems. This will include advocating for solutions that support the division's specialized needs while also maintaining robust regulatory compliance and consistency at the school level.
+ Collaborate with staff in the Dean's Office, the Division Chair, and other staff teams to ensure that divisional processes are consistent with division and school practice and compliant with federal, State, University, and school policies and procedures. This includes serving on workgroups and committees as needed to develop and implement streamlined collaborative procedures within the school.
+ Provide general administrative support for the Division Chair, maintaining confidentiality, discretion and representing the Division in a positive and professional manner.
+ Using specialized program knowledge, update and maintain divisional SharePoint site. Develop, maintain, and facilitate access to other repositories as needed. Assist Division Chair in maintaining and updating online information repositories and with collecting, disseminating, and storing materials and information.
+ Gather content and make updates to divisional websites in coordination with the STEM Marketing & Communications Team.Personnel & Operations
+ In line with school and campus procedures, coordinate Division of Computing and Software Systems (CSS) specific student hourly hiring for reader/grader, undergraduate teaching assistant, and undergraduate research assistant positions.
+ Serve as a resource for STEM CSS faculty on administrative procedures by interpreting and applying related rules and regulations (e.g., advise faculty on policies, procedures, and collection of course evaluations); direct faculty to school and campus resources as appropriate. Compose email and other correspondence such as responses to requests for information and robust referrals to other staff members.
+ Assist the CSS Chair in setup, collection, and preparation of reports/forms to support School or University processes (e.g., course evaluation setup, course syllabi collection, informational presentations about the division), following templates as needed.
+ Assist Division Chair with faculty merit process.Collaborate with Personnel Team to support faculty searches, including independently corresponding with candidates.
+ Perform complex word processing tasks such as creating and revising forms for internal use and creating flyers.
+ Develop and maintain records using spreadsheet and/or database software. Maintain filing systems for accurate record keeping by following audit and retention policies.
+ Develop and implement long term strategies for improving efficiencies (i.e., contribute to the faculty resources online guide with information pertinent to new faculty; maintain a process log for new appointments; etc.)
+ With guidance from the Personnel and Operations Teams, coordinate divisional voting; record and communicate votes appropriately.
+ Other duties as assigned.Meetings & Events
+ Coordinate agendas, minutes, meeting requests, and room reservations for CSS division Chair meetings, division meetings, and division-level committee meetings. This involves providing complex scheduling, including independently prioritizing program needs. Ensure that the Chair has appropriate background information for meetings. May proactively manage Chair's calendar.
+ Schedule CSS divisional faculty meetings in compliance with the Open Public Meetings Act. Ensure that notices are filed, minutes recording divisional actions are taken, and repositories of minutes are maintained.
+ Manage logistics for divisional events, such as speakers and faculty gatherings. Assist with day-of-event tasks. Event support may also involve supporting school level events.Fiscal duties
+ Gather information about actual and projected expenses on divisional budgets and provide information to fiscal staff as requested for use in monitoring and projecting budgets. Monitor expenses in line with program activities, plans or priorities.
+ Procure STEM CSS divisional supplies and approved food for divisional events as a ProCard holder, following UW and School of STEM fiscal compliance guidelines and policies, and ensuring that necessary approvals are appropriately documented. **MINIMUM REQUIREMENTS** High school graduation or equivalent AND two years of experience in support of academic programs/higher education operations OR equivalent education/experience. **ADDITIONAL REQUIREMENTS**
+ Ability to work effectively with a diverse constituency.
+ Excellent verbal and written communication skills.
+ Demonstrated ability to track multiple projects simultaneously and maintain professionalism and effectiveness under time pressure.
+ Facility with Microsoft Office, especially Outlook, Word, Excel, and Adobe Acrobat. **DESIRED REQUIREMENTS**
+ Experience in a higher-education setting.
+ Experience at the University of Washington.
+ Familiarity with tools such as Microsoft Teams, Microsoft OneDrive, SharePoint, Canvas, and Interfolio.
+ Experience with or training in using a content management system for web communications.
+ Experience with managing an executive-level calendar. **CONDITIONS OF EMPLOYMENT**
+ **This position is 100% FTE and will have a work schedule of 40 hours per week.**
+ **A regular daily and weekly schedule will be established that coincides with the operating hours of the School of STEM (M-F, 9:00am-3:00pm).**
+ **This position could work remotely routinely in a hybrid format.**
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.
Source : University of Washington