ADMINISTRATIVE PROGRAM 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. 

The Graduate School is an intellectual leader on pressing issues in graduate education and advances a culture of excellence, inclusion and equity.  The Graduate School provides instrumental services to UW graduate programs, faculty and students while championing the enterprise of graduate education itself.

The Graduate School has an outstanding opportunity for an Administrative Program Specialist.

The Administrative Program Specialist is a member of the Graduate School’s Graduate Enrollment Management Services (GEMS) team who ensures that the University of Washington’s (UW) high standards for admission, academic progress, and graduation requirements for all graduate students are maintained.  

The position requires extensive knowledge about UW policies and processes that support graduate education on all three campuses, including some knowledge of the federal Student Exchange Program visa process.  The person must be independent and experienced with front-line advising via email, phone, and in-person visits and skilled at dealing with graduate applicants and students as they maneuver through critical and stressful parts of their academic careers at UW. This individual will often deal with unique problems and circumstances requiring a great deal of tact and flexibility especially when advising faculty and staff, and requires skills to troubleshoot and communicate technical system problems to the GEMS team and the Graduate School's software developers. 

This position, together with a small team of advisors, is solely responsible for managing admission for all graduate students to all three campuses at the UW (30,000+ applications/year) and granting all master's and doctoral degrees to all three campuses (5,000+ degrees/year), while ensuring that all graduate students receiving these degrees meet the University's graduation standards.  As part of this team, this position assists over 2,500 faculty and staff with technical needs/questions regarding the Graduate School’s workflow management tool, MyGrad Program (MGP).

RESPONSIBILITIES:

• Act as primary resource for faculty, staff, students and applicants on all three campuses for questions related to graduate education policies and procedures, graduate admissions, visa documentation, degree and graduation requirements, and publications requirements for master’s theses and doctoral dissertations. Act as an expert on graduate education information and resources for faculty, staff, and students
• Troubleshoot and provide technical support for MyGrad Program.
• Verify and enter prior degrees into the UW Student Database (SDB).
• Process application fee waivers and refunds and assist with reconciling and approving ProCard expenses.
• Manage GEMS’ student records system ensuring retention policies are met.
• Assist GEMS’ director with unsatisfactory progress.
• Other duties as assigned. 

MINIMUM REQUIREMENTS:

Bachelor's Degree and 2 years of administrative work experience at a higher education institution.

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

ADDITIONAL REQUIREMENTS:

• Demonstrated ability to advise diverse pool of clients on policy and process.
• Ability to exercise discretion, maintain confidentiality, and use independent judgment.
• Ability to work with people under stress in a high volume office.
• Strong oral and written communication skills.
• Strong organizational skills.
• Ability to prioritize multiple projects and meet deadlines.
• Experience with Microsoft Windows-based systems and proficiency in Microsoft Office applications. 

DESIRED EXPERIENCE

• Experience working with MyGradProgram (MGP).
• Working knowledge of UW administrative systems including the SDB 

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 Workforce Authorization, 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.