STUDENT AND ACADEMIC SERVICES OPERATIONS SPECIALIST

Updated: 3 months ago
Location: Seattle, WASHINGTON
Deadline:

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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years. 

Under the direction of the faculty and leadership team and under supervision of the Manager of Student and Academic Services, the Student and Academic Services Operations Specialist is an integral member of the Nutritional Sciences Program’s student and academic services team. This full-time position creates, maintains, and operates the systems that are central to effective and efficient student and academic services for both graduate and undergraduate students. These essential areas include, but are not limited to, academic student employment, admission, assessment, compliance, curriculum, data management, learning technologies, reporting, student progress, and time scheduling. As with all members of the team, this role actively contributes to prospective student advising, outreach activities, and student-focused events, and co-supervises the hourly student assistant on office-related tasks. Additionally, this position will work towards diversity, equity, and inclusion goals within and for our academic programs and will be expected to know and contribute to the strategic goals of the Program and the School of Public Health.

The UW Nutritional Sciences Program is an interdisciplinary academic program in the School of Public Health composed of core, interdisciplinary, and clinical faculty who are nationally and internationally recognized experts spanning epidemiology, environmental and occupational health sciences, health services, nutritional sciences, sustainable food systems, and other disciplines across campus and the Fred Hutchinson Cancer Research Center. At the undergraduate level, the Nutritional Sciences Program has a growing major in Food Systems, Nutrition, and Health and a popular Nutrition minor. At the graduate level, the Program has a Master of Public Health, Master of Science, and Doctor of Philosophy, all of which can be combined with Registered Dietitian Nutritionist (RDN) training.

The Nutritional Sciences Programhas an outstanding opportunity for a Student and Academic Services Operations Specialist. Under the direction of the faculty and leadership team and under supervision of the Manager of Student and Academic Services, the Operations Specialist is an integral member of the Nutritional Sciences Program’s student and academic services team. This full-time position creates, maintains, and operates the systems that are central to effective and efficient student and academic services for both graduate and undergraduate students. These essential areas include, but are not limited to, academic student employment, admission, assessment, compliance, curriculum, data management, learning technologies, reporting, student progress, and time scheduling. The Operations Specialist will make independent decisions while collaborating closely with colleagues and will interpret and apply the policies and practices of the Program, School, and University. As with all members of the team, this role actively contributes to prospective student advising, outreach activities, and student-focused events, and co-supervises the hourly student assistant on office-related tasks.

Additionally, this position will work towards diversity, equity, and inclusion goals within and for our academic programs and will be expected to know and contribute to the strategic goals of the Program and the School of Public Health.

RESPONSIBILITIES

Systems & Process Management

Provide direction and oversight for student and academic services systems across the program. Maintain a detailed understanding of complex information, procedures, and policies.  Manage essential processes across the student lifecycle including, but not limited to:

Admission
•Lead the annual graduate admission process and quarterly undergraduate major admission process.
•Ensure close collaboration and effective communication with all stakeholders in the process including the RDN Training Program, program leadership, and faculty reviewers.
•Utilize MyGradProgram, Access databases, and online systems to monitor applications, troubleshoot issues, and coordinate the review and decision processes.
•Capture and report on graduate and undergraduate admission data to inform outreach goals, improve review processes, and advise on teaching projections.
•Update policies, procedures, and systems as needed to integrate changes at the program, school, and university level, including adoption of centralized application system.

Student Progress
•Develop systems to identify requirements and milestones efficiently, create alerts for insufficient progress, and provide early warning to students, SAS staff, or faculty advisers when assistance or changes are recommended.
•Coordinate procedures related to degree and program milestones and life cycle events, including orientation requirements, the graduate portfolio, experiential learning, symposiums, thesis/defense presentations, and graduation.
•Oversee the encoding and testing of the Degree Audit Registration System (DARS) for degree programs; work with team to ensure curricular updates are added to DARS and are fully functional and tested.
•Contribute to operating major’s continuation policy, including high scholarship recognition and low scholarship warning, probation, or dismissal communication.

Compliance
•Track compliance requirements and proactively identify potential concerns; work with manager, Graduate Program Coordinator, and/or director of RDN training program to resolve issues.
•Manage compliance to Health Sciences Immunization Program (HSIP), ensuring students enrolled in health sciences academic programs comply with the requirements of affiliation agreements with clinical and practicum training sites.

Instructional Operations

Participate in instructional planning and manage instructional support across the course continuum from course scheduling through end of quarter evaluations and grading. Provide training, delegation, and supervision of instructional support activities assigned to the Administrative Assistant or student assistant. Ensure that instructional support is responsive to instructor needs.

Time Schedule

•Understand and implement UW course scheduling policies; negotiate complex schedules with faculty, assess impact of policies and scheduling decisions on the program and students to proactively address issues.
•Construct and maintain quarterly time schedule; monitor course information and problem-solve issues.
•Track, project, and analyze trends in course enrollment and prepare historical course enrollment reports.

Academic Student Employment

•Manage the quarterly recruitment process Academic Student Employee (ASE) appointments, including teaching assistants and hourly reader/graders, in consultation with the leadership team and instructors.
•Orient new ASE’s to program, policy, and student and academic services practices.
•Coordinate evaluation process with supervising faculty and ensure compliance with UAW Contract.

Learning Technologies

•Facilitate the integration of technology into student and academic services.
•Collaborate with faculty on technology integration in support of student experience and success.
•Serve as liaison with campus resources and training opportunities for team and program.

Curriculum

•Manage systems for tracking curriculum changes and maintain accuracy of curriculum and course content.
•Provide guidance and support to faculty members of the Nutritional Sciences Curriculum Committee.

Assessment, Data Management & Reporting

Develop systems for continuous assessment, program improvement, strategic planning, and to measure the success of student and academic services within the program.
•Create, improve, and maintain systems to manage prospective student, current student, and alumni information including electronic file management across student and academic services.
•Collaborate with and train staff on systems and documentation to protect system and data integrity.
•Maintain and comply with retention and destruction schedule of student and academic services files; ensure confidentiality of records and compliance with FERPA.
•Track student funding, experiential learning, and awards to support communication and outreach goals as well as increase opportunities for students.
•Record and summarize student and academic services data and statistical information to prepare reports for internal and external data requests; use Enterprise Data Warehouse to integrate current and historical data to support operational reporting.
•Lead efforts to capture post-graduation outcomes for Council on Education for Public Health accreditation reporting and contribute to data requests, surveys from outside organizations, communications for donors and other stakeholders, program review and accreditation reports, and training grants.

Advising, Events, and Outreach

As with all members of Student and Academic Services team, this role actively contributes to prospective student advising, outreach activities, and student-focused events.

Advise prospective graduate and undergraduate students on course selection, career options, academic planning, application requirements, and policies and procedures.
•Meet with prospective applicants when the adviser is unavailable.
•Represent the program at occasional on-site and off-site outreach events.
•Contribute to student and academics services events, including planning, preparation, and day-of logistics for visit days, orientations, symposiums, graduation celebrations, and student events and activities.
•Assist with development and distribution of print and web-based materials for prospective students.
•Contribute to the development and evaluation of recruitment strategies, marketing materials, and communication tools to serve applicants, students, and alumni.
•Collaborate with team to support communication manager with goals that align with student and academic services especially those which tell the student experience.
•Represent the Nutritional Sciences Program in School and University meetings/events on matters related to student and academic services.
•Arrange prospective graduate student visits, including faculty/student meetings and travel arrangements.
•Cross-train with other members of the student and academic services team to serve as a backup for services as well as contribute to team strategic planning and goal setting.

As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

REQUIREMENTS
•Bachelor’s degree in discipline relevant to position responsibilities.
•At least three years of work experience in student and academic services or related setting.
•Excellent word processing, spreadsheet, database, and computer skills. including Microsoft Office Suite and especially Word, Excel, Access, and Outlook.
•Strong interpersonal skills and the ability to interact with flexibility, nuance, and tact with students, faculty, staff, and the community.
•Demonstrated familiarity with and ability to adopt and implement diverse technology, communications, platforms, and applications.
•Excellent organizational and time-management skills and superlative attention to detail.
•Ability to work in a fast-paced environment with demonstrated ability to juggle multiple and competing demands, establish priorities, and meet deadlines.
•Ability to make independent decisions while collaborating with colleagues based on University, School, and Program policies and practices.
•Demonstrated ability to communicate clearly and effectively, both orally and in writing, and to collaborate effectively with people representing diverse perspectives, approaches, and job roles.

DESIRED EXPERIENCE
•Master's degree in discipline relevant to position responsibilities. A master's degree may substitute for two years of the required work experience.
•University of Washington experience, including familiarity with UW-specific tools such as EARS, Enterprise Data Warehouse, SDB, MyGradProgram, Canvas, Kuali, and Time Schedule Construction System.
•Familiarity with contemporary concepts in student affairs and development.

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

CONDITIONS

This position may be required to work occasional evenings or weekends to organize and participate in events, meet deadlines, and contribute to student and academic services activities.

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.


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