Job Information
University of Washington ACADEMIC OPERATIONS PROGRAM COORDINATOR in Seattle, Washington
Req #: 233807
Department: MATHEMATICS
Posting Date: 05/03/2024
Closing Info: Closes On 05/17/2024
Salary: $3,640 - $4,864 per month
Shift: First Shift
Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)
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.
This position will serve in the Department of Mathematics Student Services Office, and will be a vital part of assisting our service-courses, graduate admissions and other student program support.
The Department of Mathematics at the University of Washington is one of the major research mathematics departments in the United States. It has an excellent research reputation, a strong, demanding program of graduate study in mathematics, and a full range of excellent undergraduate course offerings. The department has about 100 full-time students in the graduate program and over700 undergraduate majors, including 500 in the Mathematics undergraduate program and 200 in the joint ACMS program. With an annual enrollment of over 21,000 students in its courses, the department also is responsible for the mathematical preparation of students in STEM fields. This position will serve in our Student Services Office and will be a vital part of assisting our service-courses, graduate admissions and other student program support.
DUTIES AND RESPONSIBILITIES Course Management & Curriculum Support
Maintain course time schedule data using a time schedule construction/update system for undergraduate & graduate courses. Enter, verify, and update data to ensure that it is current and accurate. Attend meetings related to time scheduling and curriculum support.
Support communication efforts with faculty regarding course and curriculum information.
Coordinate collection of syllabi, exams and other course materials for all courses. Maintain electronic course archives.
Coordinate faculty requests for course support services such as quarterly course evaluations, quarterly TA evaluations and observations, creation of exam seating charts
Update and maintain internal curriculum documents and scheduling process documentation.
Organize and assist TA/Grader/Course Assistant meetings, office hours, review sessions, course support room scheduling.
Maintain multiple calendars and process reservation requests for several departmental owned spaces. In collaboration with the Director of Student Services, serve as room coordinator for courses, ensure reservation of special classrooms and correct entry into the Time Schedule System.
Collaborate with student services staff and faculty to ensure accurate course listings in the Time Schedule System.
Course management system set-up (Canvas, WebAssign and any other platforms being used).
Coordinate photocopying quizzes and exams for large sections (including reminding instructors of exam draft deadlines for copying, proofread exam drafts for non-math content).
Scan common final exam make-ups and distribute to faculty.
Manage the return, storage, and disposal of student coursework in compliance with applicable University policies.
Solicit and submit quarterly textbook request; maintain database and desk copy inventory.
Assist instructors and Director of Student Services with DRS course accommodations: Maintain DRS accommodation information for faculty and students, fill out testing agreements with DRS, coordinate DRS exams, room reservations and exam administrators.Student Program Support
Serve as initial contact for the Math Student Services office, providing friendly and professional service.
Support the daily operations of the Math Student Services office. Lock/unlock doors, compile and post announcements, coordinate supplies and custodial/maintenance requests to maintain the office space and adjacent departmental owned classroom.
Respond to a high volume of basic inquiries regarding Math and ACMS policies and procedures, via in-person, phone and email from students, faculty, staff and general public. Routing inquiries to MSS advisors and Director as appropriate.
Respond to email communications received by multiple MSS email accounts using MSS specific policies regarding student registration, transfer credit evaluations, academic progress and other program-related procedures.
Support the faculty and Director of Student Services as graduate admissions coordinator: collaborate to develop and maintain an inclusive recruitment process, respond to prospective student inquires about application process, track and organize admissions decisions, funding offers and other aspects of the recruitment cycle with a high degree of accuracy. Assist with organizing and planning prospective student activities, including in-person and zoom recruitment events. Attend any graduate school admissions-related meetings and follow updates in policies/procedures.
Maintain advising office records and filing system (both paper and electronic), ensuring adequate supplies of forms and take action according to the University’s record retention requirements.
Assist MSS advisors with data entry of student records in MS Access.
Support diversity, equity and inclusion initiatives to improve the student experience.
Review and update websites and blogs related to courses and academics.
Open and distribute the daily MSS office mail as appropriate along with any incoming documents submitted to the office by students.
Ensure adherence to the Federal Education Rights & Privacy Act (FERPA).
Plan and organize events in collaboration with other staff such as orientations, student/alumni career panels, graduation, etc. This includes all aspects of the events: venue reservations, liaison with internal and external vendors, catering, sourcing materials for event activities, managing registration(s) and organizing event agenda.
Provide additional related duties as needed. MINIMUM REQUIREMENTS
High school graduation or equivalent AND two years of experience working in a College or University setting OR equivalent education/experience. ADDITIONAL REQUIREMENTS
Strong verbal and writing skills; ability to communicate in diverse written formats and mediums, as well as to tune messages for a wide variety of audiences.
Demonstrates a positive attitude and ability to react to changing needs in a fast-paced, collaborative environment.
Highly organized, detail-oriented, and effectively prioritizes and re-prioritizes work, while dealing with frequent interruptions.
Excellent interpersonal and communication skills, and a proven ability to and enthusiasm for working with multiple constituencies and people of diverse backgrounds.
Demonstrated proficiency with MS Office/Office 365.
Ability to lift and move supplies weighing up to 25 pounds DESIRED QUALIFICATIONS
Bachelor’s degree.
Experience and familiarity with working in a university setting.
Experience with administrative procedures and practices in a high compliance environment.
Experience supporting course instruction or student services
Able to work both independently and within teams to effectively and creatively solve problems with administrators, faculty, staff and students, while maintaining a high level of confidentiality.
Demonstrated strong initiative and follow-through with multiple responsibilities.
Demonstrated ability to initiate, develop, streamline, and evaluate processes and procedures.
Willingness to update systems and use technology to create efficiencies
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.