This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information
Health Sciences Administration (HSA) and supported units have developed a Shared Services Center combining efforts already in practice to provide a cohesive, effective and customer centric model. Mirroring the University's Transforming Administration Program (TAP) priorities we will focus on excellence and quality services, quick delivery and easy navigation. The Shared Services Center will minimize independent unit efforts allowing them to direct funding and resources towards impactful growth and improvement of their core mission and that of the University. HSA Shared Services Center staff are change agents, consistently providing excellent customer service, always striving for more compliant, efficient and transparent ways to support and further the mission of the University.
HSA Shared Services Center has an outstanding opportunity for a Program Coordinator.
The Program Coordinator contributes to the growth and success of the Shared Services Center by executing the mission and vision. As a key member of the Shared Services Center team, you will be responsible for providing administrative support for our IT/Finance and Administrative services. Responsibilities include a wide range of administrative tasks.
Under general direction, the Program Coordinator will fill necessary functions in support of the Shared Services Center and will provide program coordinator and support in the following areas:
HSA Shared Services Onboarding administration
Recruiting Hiring lead liaison with units
Administration of Shared Services ticketing system
Travel Coordinator/Compliance support
Policies & Procedures administration & compliance support
General administrative Support
Metrics gathering and analysis
Other duties as assigned
Recruiting-Hiring Coordination and administration of recruiting and hiring process for units participating in Shared Services Follow the established Center policies surrounding the hiring process - Workday - UW Hires - HSA Best Practices Hiring Service as subject matter expert to units on hiring process, policy and procedure Assist hiring managers regarding the development of position descriptions and the appropriate supplemental forms Monitor requisitions through the UW Hires process ensuring all hiring managers are in compliance with Center and University policies and use experience and independent judgment to determine when policy is not followed Stay current on Health Sciences Administration and UW personnel rules and processes Monitor status and trends in hiring, retention, turnover and career development, and provides reports and recommendations as requested
Travel Coordinator/Compliance Advise travelers on policies and procedures
Work with travelers and departments to ensure compliance
Assist with setting up travel for employees and perspective employees Liaison with units and travelers to ensure appropriate approvals and arrangements are made Assist with reimbursements post-travel. Stay current with University Travel Office training in order to assure ongoing compliance.
Center Records Management, Public Records Requests, Policies & Procedures administration and compliance Stay current on all policies & procedures and inform on areas for improvement Coordinate preparation and delivery of Center records to the Records Management Office or Office of Public Records
Liaison with units and Shared Services to ensure policies and procedures are followed
REQUIREMENTS: High School graduation or equivalent AND a minimum of 2 years' experience working in a Shared Services environment or equivalent experience
Familiarity with UW travel policies and procedures.
Provide excellent customer service by actively listening to customer's concerns, effectively communicating options, respecting the customer's decisions and implementing them in a timely and cost effective manner.
Ability to embrace change
Commitment to continuous improvement in work process and efficiency
Ability to work in an ambiguous environment
Cultivate positive working relationships with coworkers, management, customers, vendors and the general public.
Maintain a professional demeanor.
Maintain accurate and timely documentation as required.
Experience with maintaining standard operating procedures
Excellent time management, multi-tasking, and organizational skills and a positive attitude to thrive and succeed in a fast-paced environment
Detail oriented with exceptional proofreading skills
Proficient knowledge of Microsoft Office Products (Word, Excel, PowerPoint, Outlook)
Ability to read, write, and speak fluent English
Excellent written and oral communication skills
Demonstrated ability to work well independently and in collaboration with a diverse staff
Demonstrated success at coordinating and managing multiple concurrent and complex projects with deadlines
Demonstrated ability to gather metrics and provide analysis
BA/BS in related field or equivalent
Experience with recruiting, working in Workday.
Knowledge with Service Now ticketing system as they will be triaging incoming requests to ensure that they are given to the appropriate team, IT, Administration or Finance.
Knowledge of and experience with the University of Washington
Knowledge of and experience with University of Washington purchasing and travel procedures
Knowledge of and experience with Workday and UWHires
Knowledge and experience with maintaining multiple calendars in Outlook
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.