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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.
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The University of Washington Tacoma is a growing, urban-serving university that is deeply invested in its local communities. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth.
UW Tacoma's Milgard School of Business has an outstanding opportunity for a Program Support Supervisor 1.
This position works under the direct supervision of the Director of Operations and Administration and provides support for various programs within the school, including MAcc, MBA, MSBA, and Freshmen Direct programs. This position is required to exercise independent judgement to provide complex administrative support in data management, admissions processing, communication with students, faculty, staff, and community members. This position is also expected to provide extensive fiscal support and assist with events. The person on this position must have a drive for excellence and experience that demonstrates efficiency, professionalism, and conscientiousness.
Manage front office and supervise front desk operations (1.0 FTE Office Assistant 3). Establish work priorities to ensure deadlines are met. Assign and monitor work schedule, act upon leave requests, conduct annual performance evaluation.
Be knowledgeable about the Milgard School of Business and provide information to student, staff, program participants, and/or the public regarding program content, policies, and activities.
Monitor and respond to departmental e-mail box email@example.com.
Ensure the coordination and scheduling of various Milgard School of Business meetings; take minutes as needed.
Oversight of the undergraduate application process.
Time Schedule entry and classroom requests for all Milgard programs.
Work closely with and under the direction of the Dean, to coordinate and support the Milgard School of Business Executive Council quarterly meetings.
Provide administrative support for the MAcc, MBA, MSBA, and Freshmen Direct programs as needed.
Point person for assistance with events for MAcc, MBA, MSBA, and undergraduate programs info sessions, etc.
Responsible for maintaining files and following UW and Milgard's record management policies.
Initiate and approve expenditures on various program budgets, consistent with UW fiscal policies.
Ensure each expense is charged to the correct budget and object code and make corrections as needed.
Prepare/process fiscal documents such as e-travel requisitions, e-reimbursements, MyFinancial.Desktop transfers, invoice vouchers, and journal vouchers.
Hold the departmental Pro-Card - pay for purchases and invoices and reconcile to the correct budget and code.
Maintain receipts and records for all reimbursements and reconciliations.
Work with Director of Operations with budget reporting, projections and resolution of budgetary discrepancies.
Reconcile student scholarship awards.
Monitor, purchase, and oversee supply and equipment ordering and inventory.
Provide ongoing administrative Support to the Dean and Director of Operations as needed.
Assist with HR/payroll entries and running reports in Workday.
Assist with communication and onboarding for new faculty and staff (office set up, key requests, etc.).
Responsible for updating faculty database quarterly and producing grade reports.
Provide backup assistance to front desk operations.
Establish expertise with program policies, content, accreditation, and curriculum.
Oversight of faculty search support.
Other duties as assigned.
High school graduation or equivalent AND three years of experience in academic program support or fiscal operations OR equivalent education/experience.
Excellent verbal and written communication skills; demonstrated ability to track multiple projects simultaneously and maintain professionalism and effectiveness under time pressure.
Experience with common office software, especially Microsoft Outlook, Word, and Excel, Microsoft OneDrive, and Adobe Acrobat.
Experience working within a regulated fiscal system, such as following documented procedures to perform budget reconciliations, or processing reimbursements in accordance with specific rules.
Experience at the University of Washington or another higher education institution.
Familiarity with the University's fiscal management tools and state fiscal regulations.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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 Work Authorization, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.