Program Coordinator

The following information aims to provide potential candidates with a better understanding of the requirements for this role.

Position Title

Program Coordinator

About the University

Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty.

The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range.

The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.

S. News & World Report rankings.

Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity.

Western's greatest strength is the outstanding students, faculty, staff, and alumni / ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive.

About the Department

Woodring College of Education and its teacher education programs support Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement.

We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

About the Position

The Program Coordinator is a member of a dynamic team focused on student success and in increasing the number of certified educators in the State of Washington.

This position plays a key role in supporting all students (undergrad, graduate, endorsement-only) once admitted into their program of study and serves as the sole on-site staff member.

This position is responsible for coordinating all student service and faculty support aspects of Woodring College of Education's programming at the Renton site.

The Coordinator will work under the general direction and in close collaboration with Academic Program Directors who lead the on-site programs, the transfer student success specialist, who manages the admissions for all multilingual outreach programs, and outreach managers.

Strong communication skills as well as the ability to work both as a member of a team and independently are critical to this position.

This is a 12-month, 30 hour / week position. The position is based at the Puget Sound ESD in Renton. Students and faculty are on site Monday through Thursday;

the Program Coordinator is expected to be on site on these days. There may be possible opportunities for remote work on Fridays.

Anticipated work hours are Monday-Thursday, 1 : 00-7 : 00pm; Friday hours are variable. (Hours may flex pending site needs.

Additional evening work may be required as well as occasional travel to other Woodring outreach sites and regional partner districts and colleges.

Position Duties & Responsibilities :

Student Support 45%

Organize quarterly course scheduling information for students, including collecting text / material requirements, special directions from instructors, and quarterly calendars;

communicate schedule and registration information with students; ensure students are properly registered.

• Arrange for course overrides, non-matriculated student registrations, and cross-campus registrations; communicate with respective departments at main campus in submission of student forms.
• Monitor student accounts for financial and other holds preventing registration; communicate with Academic Program Directors regarding registration status as needed.
• Routinely monitor reports to ensure students are maintaining program, College, and University-level requirements, including GPA, clearances, outstanding DTA / GUR completion, pre-requisites and mandatory trainings;

communicate findings with Academic Program Directors and advise students as appropriate.

• Manage all processes related to student graduation, including communicating application processes with students and entering / monitoring details into Western’s degree evaluation system.
• Communicate with students regarding awarded grants / loans and related requirements as applicable.
• Process and submit e-forms for students who are receiving grant tuition funding; track forms to ensure processed within established timelines.
• Maintain program / student-specific Canvas pages; update as needed to ensure students have access to current program information.

Administrative Duties 45%

• Secure, manage, and monitor quarterly room assignments at the Renton site, working closely with the Puget Sound ESD team.
• Check classrooms daily to ensure rooms are adequately prepped for evening instructors; communicate directly with the on-site ESD team regarding any classroom / technology-related issues.
• Send quarterly communications to WWU Renton faculty in preparation for start of each quarter.
• Administer quarterly key check-in / out processes with faculty, following guidelines established by the Puget Sound ESD team.
• Provide programmatic and administrative support to the respective Academic Program Directors and Department Chairs for off-campus scheduling needs at the Renton site, as needed.
• Order office supplies and print / copy orders, submit Marketplace orders, and review transactions.
• Collect syllabi from faculty on a quarterly basis.
• Place textbook orders for faculty as needed.
• Coordinate travel arrangements, and process travel requests via SAP Concur.
• Perform data entry into various College and departmental databases.
• Support Academic Program Directors grant-related work.
• Assist in the routine processing of mentor clock hour forms and mentor stipends.
• Support faculty in the quarterly course evaluation process; submit completed evaluations to main campus.
• Assist in on-site event planning of new student orientation, graduation celebrations, and other special events.
• Process honorariums for guest speakers and reimbursements as needed.
• Develop library system for student & faculty book check-out; manage all aspects of system once developed.
• Review and update internal and external programmatic materials.
• Assist with the development or revision of policies and procedures and communicate with faculty, students, and other stakeholders.

Program Marketing & Recruitment 5%

• Attend regional recruitment fairs to promote the WWU Renton programs.
• Meet with local community college advisors to promote the WWU Renton program options.
• Attend program arranged info sessions for WWU Renton programs on site and online.
• Collaborate with the WWU Renton team in creation and dissemination of marketing materials.
• Assist in website maintenance for the WWU Renton programs.

Data Collection, Analysis, Research Reporting & Dissemination - 5%

• Monitor WWU Renton student data (enrollment, class registrations, cohort lists, field experience) via Woodring Information System (WIS) and Banner.
• Prepare quarterly reports for program and College using Argos, Banner, and OnBase.
• Create and maintain student files and databases to meet the requirements of specific State and federal reporting criteria.

Required Qualifications

• High school graduation or equivalent.
• Two years of clerical experience that includes program administration and academic support.
• Demonstrated ability to work effectively and graciously with students, faculty, and staff of diverse backgrounds.
• Demonstrated thoroughness and strong attention to detail.
• Proven ability to work collaboratively and effectively in a team environment.
• Proven ability to manage work priorities across multiple projects and meet specific timelines.
• Experience and commitment to working with individuals of diverse backgrounds.

Preferred Qualifications

• Experience working for a teacher preparation program.
• Experience working in satellite locations.
• Bilingual.
• Bachelor’s degree.
• Experience with Drupal or other web-design programs.
• Experience with Design Conductor or other marketing design programs.

Conditions of Employment

All employees must comply with our Immunization policies, including Proof of Rubeola Measles Immunity within 60-days of hire.

Please reach out to [email protected] if you need information regarding medical or religious exemption and applicable accommodations.

Salary

$2,714 - $3,542 / month (@75%) depending on qualifications and experience.

Benefits Information

Benefits Overview for Classified Positions.

Bargaining Unit

This position is part of bargaining unit A and is covered by the collective bargaining agreement with Washington Federation of State Employees.

Application Instructions

Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.

Please provide names and contact information of three professional references.

Closing Date Notes

Application review begins October 24, 2023; position is open until filled.

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff.

Women, minorities, people with disabilities and veterans are strongly encouraged to apply.

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request.

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