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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.

UW Bothell has an outstanding opportunity for a Program Coordinator. Reporting to the Operations Program Manager, this position is responsible for providing administrative and fiscal support to UW Bothell Enrollment Management and Student Affairs (EMSA) division. This position plays a key role in supporting the UW EMSA departments with hiring processes, purchasing, reimbursements, and special projects.

DUTIES AND RESPONSIBILITIES

Provide general administrative support for the department including but not limited to coordinating departmental meetings/events, support for hiring committees, staff on-boarding and off-boarding assistance.

Provide programming support for the Student Affairs Services Office, Counseling Center, Student Conduct Office, Victim Advocate, Veteran Services and Disability Resources.

Provide administrative support for staff onboarding, including but not limited to I-9 and COVID-19 vaccination verification, set up of NetIDs, key requests, computers, phones, and updating directories and org charts, arranging training and introductory meetings, and setting up required systems access.

Provide administrative support for the Services and Activities Fee (SAF) and Student Technology Fee (STF) committees, including recruiting and marketing for voluntary student leadership positions, coordinating interview schedules, tracking and preparing documents for SAF and STF training, and posting meeting minutes and agendas per state guidelines.

Execute and continuously improve the billing process for student housing and dining services as the process scales from 300 residents to 1,000 students and the addition of meal plan charges in the next two years.

Responsible for following and staying informed of university procurement compliance rules, processes, and standards. Identify and research answers to compliance questions, working with Fiscal and Audit Services and UW Seattle departments as appropriate. Advise EMSA staff regarding basic compliance questions and related University procedures.

Process e-Reimbursements. Assist with procurement of goods and services utilizing the University tools and systems, such as, processing reimbursements, non-PO invoices, purchase order payments, and payments to individuals.

Perform activities related to monthly reconciliation of budgets and procurement cards within the Division’s cost center. Interact with individuals and team members in person, via email and/or phone to obtain clarification and documentation.

Utilization of UW online systems, including Workday, MyFD, Ariba, Advocate and the Bi Portal system, to perform routine and complex fiscal tasks and/or business analyses.

Attend UW Bothell Program meetings, and UW Seattle meetings and trainings, related to programming and procurement issues and updates. Bring relevant information back to the department and recommend related adjustments to department practice and process.

Function as a back-up for the Counseling Center/Student Affairs front office desk for the Student Affairs Services Office, Counseling Center, Student Conduct Office, Victim Advocate, Veteran Services and Disability Resources for Students.

Maintain student and program records in accordance with legal, ethical, and institutional protocols for confidentiality and privacy. Create and maintain spreadsheets and databases to monitor records, collect data, and generate statistical reports. Manage and maintain EMSA computer and phone tracking logs and office locations.

Perform division website maintenance and updates for EMSA SharePoint pages.

Assist with special projects as needed. Other duties as assigned.

Communications & Teamwork

Communicate project and operational status, updates and issues to management and keep team members informed.

Attend departmental meetings with an ability to convey the project statuses and requests of the team.

Practice active listening skills and be respectful in all communications (verbal, non-verbal and written) to reduce conflicts, strengthen cooperation, and foster understanding.

Interpret and communicate information, ideas and instructions clearly and accurately both verbally and in written materials intended for distribution.

Work independently and collaboratively with manager and team members to create efficiencies, effectively complete work products, projects, and meet deadlines.

Travel and Fiscal Support

Stay up to date on all UW and UWB policies and procedures for travel, reimbursements, purchasing and procurement to ensure compliance and attend regular fiscal and travel meetings.

Complete travel pre-authorization forms and initiate pre-meetings with staff before travel, submit conference registrations, make travel arrangements (flights, hotels, rental vehicles), assemble travel itineraries, process post-travel reimbursements.

Work with staff to complete reimbursement requests with supporting documentation, submit reimbursement claims and track progress.

Collect monthly Procurement Card packets from all cardholders by deadline, verify that the correct budgets and other identifiers are used for each transaction, that appropriate comments are included, and that each transaction has a receipt. Track completion and follow up with staff as necessary. Work with staff who need assistance.

Reconcile all budget transactions monthly, ensure proper supporting documentation is on file for each transaction, proactively work with colleagues and campus partners to obtain missing documentation, send final reports to budget owners.

Process payments to vendors promptly according to different invoice requirements, and proactively work with staff to follow UW and UWB procurement policies.

Create budget reports as requested, support budget owners in the yearly budget planning process.

MINIMUM REQUIREMENTS:

High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:

An ability to think ahead and use project management experience to plan activities and tasks that will meet team goals.

Proficient with Microsoft Word.

Possess a working knowledge of Excel.

Ability to work with a diverse constituency including students, staff, faculty, administrators and non-University customers.

Demonstrate excellent customer service skills.

Ability to prioritize multiple responsibilities and adjust schedules to provide back up to the front desk.

Provide demonstrated experience managing and scheduling calendars preferably in Microsoft Outlook.

Proven ability to handle confidential information with a high degree of tact, discretion, diplomacy, and to maintain strict confidentiality.

Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines, and to work with minimal supervision.

Possess the ability to professionally manage multiple responsibilities concurrently; ability to work and maintain focus while maintaining a professional demeanor.

Organizational skills to operate within a busy office environment.

Strong interpersonal communication skills.

Proven ability to de-escalate situations and crisis management.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED REQUIREMENTS:

Working knowledge of UW systems and procedures.

Advanced skills and experience with Microsoft Office Suite, web design and editing;

Experience processing UW fiscal documents.

Familiarity with program specific software such as Titanium, Workday, and Presence.

Understanding of and the ability to comprehend WA State and Federal laws regarding confidentiality and liability.

Flexible in handling the unexpected and able to maintain personal composure to handle challenging situations and crises.

WORKING CONDITIONS:

In-person position, 40 hours per week, Monday through Friday during regular business hours

Work will be performed across UW Bothell; this role is required to maneuver to different buildings as needed

Shared office space environment, does not have natural light

Ability to lift/ move 20 pounds regularly and up to 40 pounds occasionally for event set up and logistics

Occasional, infrequent work outside of normal hours