PROGRAM OPERATIONS SPECIALIST
|Req #: ||138843 |
|Department: ||ENROLLMENT MANAGEMENT |
|Job Location: || Seattle Campus |
|Posting Date: ||11/17/2016 |
|Closing Info: || Open Until Filled |
|Salary: || |
Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
|Notes: || This position will be posted Open until Filled, however, to ensure consideration, please apply by December 5. |
| The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. |
The Office of Enrollment Management, Finance and Administration, has an outstanding opportunity for a Program Operations Specialist.
Enrollment Management includes the Offices of Admissions, Financial Aid, International Student Services and Office of the University Registrar. These offices provide central services to all UW students, departments, schools, colleges and campuses. The Program Operations Specialist is key member of Enrollment Management Shared Service Finance & Administration (F&A) Team and by extension a member of the Provost F&A team (a shared resource structure) that provide essential services related to finance/resource management, unit specific operations, human resources support and office/administrative coordination in support to all the offices listed above.
The Program Operations Specialist must be able to collaboratively manage operations of the Office of Enrollment Management Administration as well as facilitate, coordinate and support the budgetary/operations/administrative functions for all the divisions within Enrollment Management. This requires the Programs Operations Specialist to be very familiar and knowledgeable of the services and work of each division in order to implement appropriate policy and procedure to accomplish any given task. Tasks and projects given to the Program Operations Specialist must be managed in an effective and efficient manner to meet shifting priorities and needs from internal/external customers and/or constituents. The Program Operations Specialist's ability to interpret and implement multiple sets of rules, policies and procedures when handling activities is critical in maintaining compliance.
Reporting to and under the general supervision of the Enrollment Management Manager, Finance and Administration, the Program Operations Specialist will be responsible for the following:
Finance & Administration
Using specialized knowledge of finance and accounting skills, provide day-to-day oversight and trend analysis on budgetary spending and funding allocations of a portfolio of accounts. Independently assess, initiate the appropriate process and monitor fiscal transactions for Enrollment Management and its divisions. Develop complex financial reports and maintain internal databases for expenditure and funding commitment reporting and tracking. Prepare both budget and written reports for the Manager, Associate Vice Provost and the division Directors as needed.
Based on this work, support and assist the Manager and Enrollment Management leadership team in developing annual and biennial budgets, resource allocations, position funding and revenue projections. It should be noted that this position, a member of the Enrollment Management Shared Service Business Team, supports the Offices of Admissions, Financial Aid, International Student Services and Office of the University Registrar.
Keep current with UW central service systems and support the implementation of new systems into the department. Work closely with all central administrative service departments to facilitate matters on behalf of the Manager. Develop and maintain accurate and comprehensive financial and administrative records systems (hard copy and electronic) in accordance with university and departmental records retention policy.
Participate in and/or lead the development of internal policy and procedures; initiate and support the implementation of new procedures to increase efficiency and maintain compliance with university and state policies. Maintain and monitor internal controls for Enrollment Management.
Exercise high level of discretion and independent judgment in all areas of administration and operations.
The Program Operations Specialist supports the Manager of F&A on personnel actions and general human resources issues for all Enrollment Management and its divisions. Serve as liaison to the UW Human Resources and Benefits Offices. Consult and advise hiring managers regarding recruitment/hiring processes and procedures. In collaboration with Budget Analyst Lead, serve as Payroll Coordinator and work-leave Timekeeper for all Enrollment Management and its division and liaise with the UW Payroll Office and UW Human Resources on payroll and work-leave issues for all units. Enter new and update existing appointments in the Online Personnel Update System (OPUS).
Support the Manager with daily operations of Enrollment Management and its divisions. Maintain high level of professionalism and customer service in managing inquiries to Enrollment Management and its divisions and coordinate responses as needed. Notify and advise members of Enrollment Management on current university and state policies, as well as internal procedures. Serve as liaison between Enrollment Management and its division and central administrative service departments. Serve as primary records retention officer.
Lead or Supervisory Responsibilities
Provide supervision and general day-to-day guidance to Program Coordinator and any temporary employees as needed and provide supervision to all positions in absence of Manager.
| Bachelor's Degree in Business, Accounting, Finance or equivalent. |
2-3 years' experience in finance, budgeting, human resources, administrative management.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
| Higher education experience, strong communication skills, finance/accounting background, high level of professionalism. |
|CONDITION OF EMPLOYMENT:|
| Enrollment Management is a very public office and the successful candidate must be able to represent the office and the university in a professional and courteous manner as well as demonstrate a high level of judgement and discretion at all times. |
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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.