PROGRAM COORDINATOR

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 School Psychology Program has an outstanding opportunity for a Program Coordinator. Reporting to the School Psychology Program Director, the Program Coordinator will support the activities of the School Psychology Program and its embedded School Psychology training Clinic. The Program Coordinator position is multi-faceted and is responsible for managing the day-to-day activities for the program as designed below:

RESPONSIBILITIES

School Psychology Program Administrative Duties

•Develop and maintain the calendars for School Psychology Faculty meetings and the School
Psychology Professional Education Advisory Board including scheduling, preparation of materials and disseminating information.
•Take, transcribe, and disseminate meeting minutes for all meetings; track project and other
commitments from meetings to ensure appropriate action and follow up.
•Serve as a liaison between the School Psychology program and UW PCE for handling student
Registration. This includes managing quarterly time schedule updates, disseminating information to students, and preparing materials and troubleshooting registration issues.
•Fiscal duties include: Processing membership renewals, faculty and student travel pre-authorizations, reimbursements, and reconciling travel receipts.
•Maintain system for tracking of students and alumni, including managing ongoing survey data
for program accreditation reports.
•Coordinate all program events such as invited guest speakers, interview day, and orientation day.
•Record and manage information and prepare reports including, monthly program reports, annual
program reports, and assessment information from students, recent graduates, and alumni.
•Maintain resources for students including program website content, course lists, and the program handbooks.
•Perform variety of intermediate processing and computer tasks using Word, Excel, Access,
MyFD, Ariba Administrator, TREQ, and the College of Education Student Databases.

School Psychology Clinic Administrative Duties

•Maintain the inventory of the supplies and psychological assessment materials in the School Psychology Clinic.
•Coordinate and assist with marketing of clinic services including mailings of materials to and from the School Psychology Clinic and responding to phone, email, and walk-in inquiries about the program and clinic services.
•Manage School Psychology Clinic recruitment and scheduling.
•Manage scheduling for School Psychology Clinic intakes.
•Be present for all scheduled Clinic days.
• Maintain HIPAA compliance and archival procedures with electronic medical records in the Clinic and monitor student compliance with the clinic confidentiality agreements.
•Supervise work-study students in the completion of general office tasks for the School
Psychology Clinic.
•Support faculty and students with course requests, room reservations, and course evaluation orders.

MINIMUM REQUIREMENTS:    

High school graduation or equivalent, two years of experience supporting educational programs, AND prior knowledge/training in psychology OR equivalent combination of higher education/experience.

ADDITIONAL REQUIREMENTS:    

•Demonstrated ability to work with diverse people with tact, diplomacy, discretion and sensitivity, and experience working effectively with senior administrators and professionals.
•Demonstrated knowledge of HIPAA laws and history of sensitivity in handling confidential information.
•Strong ability to assess needs and independently plan and execute multiple projects with shifting deadlines and priorities, while maintaining strong working relationships with students and faculty.
•Demonstrated skill in offering a customer service attitude while serving as a first point of contact with vulnerable clientele.
•Demonstrated experience with electronic health record (EHR) systems.
•Demonstrated intermediate level skills with Microsoft Word, Excel, Access and PowerPoint for the following complex word processing tasks: incorporating edits across multiple individuals, merging documents (including mail-merge), integrating text with graphics, developing multi-tab spreadsheets and maintaining databases to provide accurate, timely, and excellent reports and documents.
•Demonstrated expertise in creating and editing PowerPoint for presentation materials.
•Familiarity with project management software.
•Previous experience with editing materials for print and online publication.
•History of high degree of accuracy when working with documents including confidential and or/financial records.
•Demonstrated experience with financial processing systems and complex fiscal procedures such as (or similar to) MyFD, TREQ, Ariba Administrator, and student databases.
•Demonstrated experience with Google calendars to manage email, appointment slots, and tasks for multiple people.
•Demonstrated experience in handling the logistics of setting up meetings or other complex events, ensuring all requirements are met and overseeing day-of-event activities.
•Excellent customer service skills and demonstrated interpersonal communication skills, especially excellent lucid and succinct written and verbal communication skills.
•Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems, including the ability to ask for advice and/or assistance as needed. Must demonstrate high sensitivity to handling confidential information.
•Ability to work both collaboratively and independently while taking initiative to meet all deadlines.
•Ability and experience meeting performance expectations with minimal supervision.

DESIRED:
•Bachelor’s Degree in Psychology and three to five years of progressively independent and complex administrative support.
•Higher education experience and knowledge of University of Washington policies and procedures.
•Clinical experience preferred.

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.