As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.
The Evans School of Public Policy & Governance is ranked among the top five schools of public policy and management in the nation and is an innovative leader in public administration teaching and research.
The Evans School has an outstanding opportunity for a full-time Program Coordinator to ensure efficient operations and logistics for the Evans School's executive education programs.
The executive education programs currently include an Executive Master of Public Administration (EMPA), an 18-month degree program designed for working professionals with seven or more years of management experience; non-degree, customized management and leadership programs for managers and senior executives in public sector agencies and nonprofit organizations; and new international degree and non-degree executive education programs are in the development stage.
Note: Some hours outside of the regular work week will be required, including evenings and weekends. Weekday and weekend shifts can also include early morning hours, to open facilities for caterers and prepare venues for course activities.
Responsibilities and Duties for this Position
Specific duties will include:
Coordinate onsite course logistics including scheduling classrooms, facilities, ordering catering, reserving audio-visual equipment, and problem-solving any issues that arise.
Coordinate instructor requests.
Contact and schedule panelists for courses.
Organize and archive course materials in an efficient manner and preserve historical information as appropriate and necessary.
Manage Canvas course webpages in support of faculty and of student learning.
Monitor EMPA student registration status and registrations for participants in non-degree executive education courses, such as the Nonprofit Executive Leadership Institute (NELI).
Enforce payment and cancellation policies with students and participants.
Send confirmations and reminders to students and participants.
Provide on-site coordination at courses, which may include travel and overnight stays, and staffing support for up to two weekends per month.
Prepare and mail letters of verification for non-degree executive education participants.
Prepare and mail thank you notes to panelists, participants, and instructors.
Share general office support duties, including responsibilities for answering phones and program e-mails and processing registrations.
Share administrative tasks such as photocopying, scheduling, updating database information, customer details and designing queries, researching marketing contact information, and mailings.
Provide administrative assistance to faculty and other staff members when needed.
Marketing, Recruitment and Admissions
Assist in promoting the program and help recruit agencies and course participants by making phone calls, composing and responding to e-mails, and supporting the recruitment plans.
Assist with the development and organization of the Executive Education's short-term and long-term marketing plans.
Work under the direction of supervisor to write, design, prepare, print and distribute marketing materials such as brochures, newsletter articles, displays, marketing packets, banners, posters, and postcards.
Attend meetings and/or conferences as program representative.
Give marketing presentations as needed.
Coordinate and arrange travel and meeting logistics for senior staff or faculty to attend marketing conferences, meetings, and presentations across the state.
Make regular updates to Executive Education's webpages and coordinate with the Evans web team to create online forms.
Monitor enrollment and admissions numbers and trends to inform strategy decisions.
Follow-up with prospective students and applicants, as requested by supervisor.
General operations support
Communicate with students and course participants in an effort to build long-term relationships.
Independently provide information and advice to students, staff, program participants and the public regarding program content, policies and activities, recommend alternative courses of action, and promote the program on campus with outside organizations.
Perform complex scheduling including independently prioritizing needs of program participants.
Make continual updates to processes and procedures manual.
Assist with database maintenance and tracking student or participant progress in courses.
In addition to supporting the executive education team, provide back-up support to the Student Services team when required.
Other duties as assigned.
Maintain supply inventory; ordering as needed; prepare breakdown of cost allocations.
Prepare purchase orders.
Prepare petty cash reimbursements.
Negotiate rates with caterers, sites, etc.
Prepare Instructor Agreement forms for faculty teaching in executive programs.
Other duties as assigned.
High school graduation or equivalent AND two years of experience in marketing, which could include event coordination.
Full-time clerical work experience.
Excellent organizational skills and attention to detail.
Ability to work with a wide variety of people, including university faculty, staff, and students.
Proficient with Microsoft Word, Excel, and Access, PageMaker, Dreamweaver, and PowerPoint software.
Commitment to excellent customer service.
Excellent communications skills including written, oral and telephone.
Ability to multi-task and work in a fast-paced environment.
Ability to travel efficiently within greater Seattle area and Washington State.
Bachelor's degree or equivalent.
One year of experience in coordinating training, academic programs or other events.
Publications design and production experience, including of e-newsletters.
Experience using social media for communications and marketing/outreach efforts.
Experience setting up/troubleshooting laptops, data projectors, and other audio-visual equipment.
Familiarity with Content Management Systems.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.