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The University of Washington’s Information School is seeking an MLIS/PhD Program Coordinator to provide primary support to the Information School's Office of Student Services in all areas of development and implementation related to the PhD in Information Science and Master of Library and Information Science (MLIS) degree programs, which includes event-planning, records management, and academic advising support and student services. The MLIS program has robust on-campus and online programs; this position will participate in creating communities centered around the program’s delivery mode, providing support to both on-campus and online students.
Additionally, this position works closely with the Student Services staff to provide support for the Information School's other degree programs, i.e., Master of Science in Information Management (MSIM) and the BS in Informatics (INFO). The Program Coordinator will work closely with faculty, staff, students, as well as prospective students, alumni and employers. Additionally, the Program Coordinator provides direct support to broadly focused projects that Student Services leads for the School, including but not limited to career fairs, orientations, and convocation ceremonies. The Program Coordinator supporting our PhD and MLIS programs is regularly called upon to meet with executive level individuals both internally and externally.
In the iSchool there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.
WHAT YOU'LL BE DOING:
Administrative Support
• Provide general administrative support for programs and activities in the Office of Student Services. Provide support for the Masters of Library and Information Science (MLIS) and Doctorate of Information Science (PhD) programs.
• Support quarterly course registration processes including providing entry codes, problem solving, and assisting students with appropriate paperwork. Coordinate with UWPCE as necessary.
• Maintain MLIS and PhD program records and student files, in both electronic and print form.
• Track work flow associated with quarterly tasks, yearly events, and special projects.
• Document MLIS and PhD students academic progress using UW Student Database, Activity Insight, and the UW Graduate School’s MyGrad program for review of academic advisers or program chair.
• Track Directed Fieldwork of MLIS students including any necessary documentation for international students.
• Track PhD students’ progress in Activity Insight.
• Support PhD students in scheduling of and paperwork for annal reviews, general exams, proposal defense, and dissertation defense.
• Assist in answering prospective student questions at MLIS and PhD web chats and information sessions as requested.
• Track quarterly graduation requests and required paperwork.
• Perform degree audits of MLIS students during their program and at the time of graduation to verify completion of all degree requirements. Enter in petitions and exceptions via MyGrad. Coordinate graduation decisions with the MLIS Academic Advisor.
• Coordinate Graduate School, University of Washington, and departmental paperwork, e.g., graduation applications, student petitions, independent study requests, funding requests, etc., for MLIS and PhD students.
• Use UW Graduate School’s MyGrad platform, UW IT’s BI Portal, and UW SDB system on a routine basis. Collect and prepare data for institutional reporting purposes such as 10-year reviews, accreditation, and accountability reports as requested.
• Provide reception support (approximately 5 hours per week)for the Student Services office.
• Perform related duties as required.
Communication and Technology
• Provide communication and technology support of the various aspects of the Student Services Office including outreach to students and internal data storage.
• Respond to email messages from current and prospective students via the RT system.
• Administer and moderate listservs for continuing students in the MLIS and PhD programs.
• Manage and update the PhD program database.
• Manage and update the MLIS and PhD Student Resource Sites on Canvas.
• Create and coordinate initiatives to support and foster an online learning community. Provide administrative support in the Career Services content management system (Handshake) including management of MLIS Directed Fieldwork (DFW) paperwork.
• Coordinate broadcasting of events using Zoom or other appropriate technology.
• Oversee student low scholarship list and coordinate process for probation letters as well as honors/dean’s letters.
• Assists in managing content of iSchool website as related to MLIS an PhD program content and events.
• Support use of Microsoft Teams for MLIS program communications
Event Planning and Support
• Provide operational support and event planning for Student Services events and programs.
• Facilitate catering, venue support, publications, and other needs for MLIS and PhD events and programs including orientation, ProgramTown Halls, recruiting activities, and PhD Visit Days.
• Provide support for events serving all iSchool students such as the iSchool Career Fair, iSchool Welcome Week, and Convocation.
• Provide support to MLIS and PhD student organizations as needed.
Create and distribute internal materials related to program events under guidance of the MLIS and PhD Advisors and Program Chairs.
• Represent the Information School degree programs to students and the public at special events, as required.
MINIMUM REQUIREMENTS:
• High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
ADDITIONAL REQUIREMENTS:
• Fluency in Microsoft Office Applications (Outlook, Word, and Excel).
• Work experience using databases such as Access, SQL or equivalent.
• Experience with event planning.
• Demonstrated communication skills; both written and oral.
• Demonstrated success in working with diverse populations.
• Demonstrated ability to organize and prioritize multiple tasks and work effectively under the pressure of deadlines.
• Ability to work both independently and as part of a team.
• Demonstrated ability to effectively use electronic scheduling tools in a business environment.
• Demonstrated professionalism.
DESIRED:
• Bachelor’s degree in Communications, Education, Social Science, Information Science or equivalent.
• Experience modifying and building databases.
• Experience in using CRMs
• Experience with UW systems MyGrad, SDB, and Catalyst.
• Experience using Microsoft Teams or other chat/work productivity platforms.
• Prior experience using SharePoint.
• Experience using a learning management system, especially Canvas.
• Experience working with an online population.
• Prior experience in web-broadcasting platforms such as Zoom.
• Experience using HTML in conjunction with a content management system, like Wordpress or Drupal.
WHAT'S IN IT FOR YOU:
• Full benefits, including medical and dental insurance and retirement plan.
• Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.
• Fully subsidized transit pass.
• Work for an exciting, cutting-edge school within the University of Washington.
CONDITIONS OF EMPLOYMENT
• A satisfactory outcome of a reference check of previous employment.
APPILCATION 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.