Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
PROGRAM OPERATIONS SPECIALIST
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.
Our Office of Public Records, has an outstanding opportunity for a Program Operations Specialist.
This position manages program areas, performs tasks and works on projects for open government compliance and its associated litigation support. A small portion of its role is devoted to the office's general management and support of the office's director. The position reports directly to the office's director.
While working in a team atmosphere the position must exhibit excellent independent judgment, the ability to work independently and within a team. The incumbent represents the director on certain projects and may interact with key influences in the University community. Tact, discretion and a well-developed sense of humor are essential traits.
The position exercises substantial responsibility to ensure the compliance programs are efficient, effective and able to mitigate substantial risk. The position is key to the smooth administration of the University's compliance with both the Public Records Act and the Open Public Meeting Act of Washington State. It's role plays out against a backdrop in which the office manages high levels of volumes, meets strict legal deadlines, and mitigates financial, legal risk and reputational risks.
OPEN GOVERNMENT COMPLIANCE SUPPORT SERVICES Manage all aspects of compliance support services for Public Records and Open Public Meetings compliance programs. These vary in aspect and dimension. Each requires excellent analytical skills, the ability to mine data and to make statistical projections and forecasts. Must be able to conduct legal research, to identify important case law and to identify emerging legislative trends. The ability to write clearly, persuasively and concisely is necessary to be successful. Reasoned independent judgment, tact, discretion, and the ability to work with or manage projects involving all levels of faculty and staff is needed to be successful. Keeps the Director appropriately informed about Support Services operations and needs. The Director's approval should be sought before moving forward with any important decisions or processes. Aspects of Compliance Support Services include:
Creates architecture integrating functions of legislative session Bill Tracker, Sunshine Committee monthly meetings, their proposals and recommendations, and case law into one system. Establish protocols and best practices to support the architectural design. For Support Services functions the positions acts as the liaison between the Office of Public Records and Open Public Meetings and:
The Office of Planning and Management during legislative session The state's legally required Sunshine Committee The Attorney General's Office The University's Risk Management Services Office The University's Records Management Services Office
Analyzes of fiscal and risk impact to university because of proposed legislations, immerging case law and immerging Sunshine Committee recommendations. Assures appropriate University personnel are aware of potential impacts; integrates these changes into compliance structure and best practices for Public Records and Open Public Meetings compliance program-university wide. Recommends and implements policies, best practices and structures mitigating impacts negative to the University. Build on impacts positive to the University to assure better compliance. Works with staff to integrate these changes into University-wide training programs. Works with staff to integrate these changes into processes for identification and collection of records, and into legal analysis during records review process.
Assures compliance liaison list is approved, updated and implemented on a regular basis. Manages public records log distribution list and assures distribution.
Creates the architecture, policies and best practices for quality assurance of public records and open public meetings compliance. Monitors progress of University and compliance program staff as they integrate these new changes into their workload. Report results and challenges to quality assurance on a regular basis. Suggests changes to program to increase quality and productivity. Implement changes as requested or as appropriate.
Monitor current legal issues, case law, changes within University structures and changes in University policy that impact open government compliance. With this as a backdrop determines which issues need to be reviewed. Create agendas for working policy and best practices meetings. Manage all aspects of these meetings. Design all materials, determine which outside consultants are needed at meetings and what role they will play at meeting. Facilitate discussions on various meeting topics including those that impact University policy and compliance program best practices. Track and implement decisions made at these meetings. Manage integration of decisions into systems and into the compliance program's standard practices. Provide paralegal services to the office. Works with or directs staff to ensure legal notifications, correspondence associated with the open government transparency programs is completed within any deadline.
Training Programs: Works with staff University-wide to determine who at the University needs training to assure compliance with the Public Records and Open Public Meetings Act. Independently build training architecture and the architecture insuring that training adds value to the overall compliance program. Manage project teams to develop training materials. Oversees, implement and manages training for all university employees. Build, recruit staff for and manage project teams associated with University wide compliance training. Produce training materials independently and at the direction of others. Arranges all aspects of training meeting Manages and meets training budget goals.
Central Electronic Data and Document Management
Create, oversee and manage the applications and processes associated with the office's central document management systems and those of the Director. Implement, oversee, manage and enforce all applicable records retention schedules. Work with Records Management Services to revise and create new legal retention schedules for the office. Act as a resource on broader compliance issues with Records Management Services, upon request. Approves all final disposition of the office's and the director's administrative files as required by the University's records retention schedules and RCW 40.14, Preservation and Destruction of Records.
Manage all litigation holds.
Acts as Office Manager. Some tasks associated with this function include budget reconciliation and forecasts, purchasing, drafting correspondence, on- boarding of new staff, managing calendars, arranging for events and travel.
Other duties as assigned
The office manages high levels of volumes, meets strict legal deadlines, and mitigates financial, legal risk and reputational risks This position is key to mitigating risk and ensuring effective office compliance functions The position will supervise project teams of University employees, faculty and student workers
Bachelor's Degree in any field requiring analytical thought, high levels of organization , and excellent communication skill Equivalent experience may substitute for degree requirement Four to five years of legal research, project management, event management, office and fiscal administration
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Paralegal experience, office and fiscal administration in a small law firm Experience in higher education and background in open government and privacy compliance
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.