PROGRAM OPERATIONS MANAGER Job at University of Washington
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position,
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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.
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.
The University of Washington College of Education (COE) annually serves more than 5,000 educators around the world through our professional development programs for early childhood, K-12 and athletics leadership professionals. Grounded in the latest research, our faculty design professional learning programs that create rigorous, relevant and equitable learning communities, experiences and resources for educators and students. Our programs are informed by the challenges practitioners face — and empower adults and institutions to better serve students and communities.
The College of Education seeks a Program Operations Manager to support its array of professional learning and development offerings, including Early Childhood, K-12, Special Education, and Athletics Leadership Programs.
Reporting to the Associate Director of Professional Programs, the Program Operations Manager is a key role in the professional development team. This position is a collaborative leadership role that will provide primary day-to-day program and administrative management for the COE Professional Development Programs. This position will work directly with prospective and current program participants and serve as liaison to program faculty, to ensure maximum operational efficiency and excellence in participant experience. This position requires a high level of organizational ability and strong customer service skills, and will facilitate communication and coordination across all teams responsible for professional development services in the college. The person in this position must be independent and experienced with front-line customer service support via email, phone, and in-person visits and highly skilled at interfacing with and assisting internal stakeholders and external customers. The ability to problem-solve, initiate and implement process-improvements, and to thrive in an environment with many moving parts are strong attributes for this position.
RESPONSIBILITIES:
The Program Operations Manager has primary responsibility for day-to-day program and administrative management including:
Develop and implement standard rates and contracts for services; a standard process for contract development, review and approval; a standard process for contract execution, and appropriate procedures for recording and reporting all activities related to billing. Monitor and analyze billable hours and make recommendations to the Associate Director on contracts as needed.
Support facilitators with new ideas, contract and budget development, contract execution and post contract support. Prepare the service agreements and route them for review and signature.
Manage program budgets, spending projections, invoices, expenditures for program purchases and reimbursements. Provide regular updates to Associate Director.
Create and maintain systems and processes for incoming and continuing contracts. Write up/document processes as needed regarding workflow on fee for service contracts.
Contribute to future planning including team time management for long term projects. Frequent check in with the team to make sure we meet the timelines.
Under the direction of the Associate Director, align and streamline all the fee for service units of the CoE.
Plan meetings, calendars, create power points and facilitate cross unit PD meetings and advisory team meetings.
Respond and triage questions from prospective and current customers via the College’s ticketing system, escalating to the Associate Director as necessary.
Assist with event planning, organizing conferences and managing event logistics. Organize all day of requests and assist on-site with event execution.
Submit pre-authorization and payment requests for ConnectEd contracts and activities.
Oversee and manage scheduling for external professional learning and development trainings and events, create and implement a training calendar for all programs within ConnectEd.
Manage requests relating to Canvas and Learning Cart. Process incoming requests. Train others to be able to process the incoming requests.
Create and implement campaigns based on audiences that will increase the visibility of the ConnectEd and the events and sessions that they host. Support UWCC program marketing plans as needed. Direct the work of hourly marketing staff.
Oversee the programs’ social media strategy including various platforms and listservs in relation to the College of Education’s branding. Maintain and continuously improve communication tools.
Collaborating with College of Education’s communications team, develop content for ConnectEd program materials for public dissemination; ensure materials are up-to-date and initiate revisions as needed. Examples of such materials include program websites, collateral materials including handbooks, and messaging for social media.
Manage special projects as assigned, to include evaluating options and recommending best-course-of-action.
Attend college wide team meetings as a ConnectEd representative, providing feedback and support to these teams
Manage and facilitate the IST meetings as new ideas and proposals come in. Routinely follow up on the proposals and projects to ensure they are moving forward to implementation.
Manage OSPI clock hours, by following state requirements, and submitting application each year.
Manage the check deposit process for fee for service work.
Other duties as assigned.
MINIMUM REQUIREMENTS:
Bachelor’s Degree in Business Administration, Communications, Humanities, Education, Social Sciences or a related field, to include at least 2 years of progressively responsible experience in program management/administration.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:
Project management experience and the ability to partner across multiple teams
Experience managing budgets and related fiscal processes
Demonstrated competence in operations and process improvement approaches and methodologies
Ability to interact effectively with internal and external stakeholders
Proven leadership, communication, interpersonal, team management and problem-solving skills
Experience evaluating and creating new and existing policies and procedures including successful roll-out and adoption by stakeholders
Effective and strong organizing, planning, verbal and written communication, presentation and interpersonal skills
Ability to work independently, apply critical thinking and problem-solving skills and prioritize tasks in a high-volume customer service environment
Experience with conflict resolution, managing difficult conversations, and effective communication with people from diverse backgrounds.
Demonstrated expertise with handling event planning, organizing conferences and managing meeting logistics
Ability to work in fast-paced environment, be responsive to tight deadlines, prioritize responsibilities and projects in a quickly changing context
Strong interpersonal skills to interact with diverse stakeholders with tact, diplomacy, discretion and sensitivity to support and respond to current and prospective customers and the general public.
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, 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.
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.
The University of Washington College of Education (COE) annually serves more than 5,000 educators around the world through our professional development programs for early childhood, K-12 and athletics leadership professionals. Grounded in the latest research, our faculty design professional learning programs that create rigorous, relevant and equitable learning communities, experiences and resources for educators and students. Our programs are informed by the challenges practitioners face — and empower adults and institutions to better serve students and communities.
The College of Education seeks a Program Operations Manager to support its array of professional learning and development offerings, including Early Childhood, K-12, Special Education, and Athletics Leadership Programs.
Reporting to the Associate Director of Professional Programs, the Program Operations Manager is a key role in the professional development team. This position is a collaborative leadership role that will provide primary day-to-day program and administrative management for the COE Professional Development Programs. This position will work directly with prospective and current program participants and serve as liaison to program faculty, to ensure maximum operational efficiency and excellence in participant experience. This position requires a high level of organizational ability and strong customer service skills, and will facilitate communication and coordination across all teams responsible for professional development services in the college. The person in this position must be independent and experienced with front-line customer service support via email, phone, and in-person visits and highly skilled at interfacing with and assisting internal stakeholders and external customers. The ability to problem-solve, initiate and implement process-improvements, and to thrive in an environment with many moving parts are strong attributes for this position.
RESPONSIBILITIES:
The Program Operations Manager has primary responsibility for day-to-day program and administrative management including:
MINIMUM REQUIREMENTS:
Bachelor’s Degree in Business Administration, Communications, Humanities, Education, Social Sciences or a related field, to include at least 2 years of progressively responsible experience in program management/administration.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:
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, 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
COVID-19 VACCINATION REQUIREMENT
Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.
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