PROGRAM SPECIALIST, FACULTY-LED PROGRAMS, MARKETING & OUTREACH
University of Washington
Location: Seattle, Washington
Type: Full Time
Internal Number: 217258
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 Office of Global Affairs (OGA) is a catalyst and a hub for all things global at the UW, connecting the diverse internal and external networks of scholars, students, and community leaders engaged with international issues. OGA’s major activities include:
•Initiating and supporting scholarly research on global issues across campus units and departments, disseminating information about relevant faculty expertise, funding opportunities, and institutional ties abroad. •Providing a portal through which external stakeholders -- including business leaders, government officials, non-governmental organization representatives, international alumni, and ethnic and cultural affinity communities -- can learn about and participate in UW global activities and resources. •Serving as a central guide and resource for developing and successfully implementing study abroad program, collaboration with international scholars, the conduct of global research, and the design and nurturing of foreign institutional partnerships. •Supporting UW community members in planning and carrying out UW’s international scholarship and business in a safe, productive manner.
To facilitate these functions, OGA has five main areas of responsibility: administration of study abroad and exchanges; support for international research; oversight of UW's centers and offices abroad; management of UW international relations and protocols; and coordination of strategic initiatives in the key areas of global health, global environment, global technology, global development challenges, and global cultural change.
Program Administration and Development
Manage a suite of programs and serve as the UW Study Abroad liaison for a set of academic units across UW. Depending on the types of programs the Program Operations Specialist supports, duties include but are not limited to:
•Manage a portfolio of study abroad programs as determined by the Associate Director in consultation with the Student Programming Teams and UW Study Abroad leadership. These will be faculty-led programs, but the position could also work with inbound or outbound exchanges, partner programs, or internships as needed; •Advise faculty, academic departments, and administrative units on program operations, program processes, and both UW and UW Study Abroad specific policies; •Guide campus partners through the steps necessary to develop and launch a study abroad program ; •Support the programs from the proposal review phase (if applicable) or application phase to the final wrap-up and evaluation; •Work with contacts on campus and worldwide to build relationships of benefit to UW Study Abroad and our students; •Review programs for student health, risk, and safety issues. Advise campus and international partners on program activity planning; •Advise students about study abroad opportunities and scholarships to support their goals. Identify options that meet students’ personal and academic objectives. Provide guidance about application processes, academic credit, enrollment, pre-departure planning, foreign visa applications, and funding opportunities. Select students for participation if applicable; •Work closely with UW academic and administrative units to inform them about current UWSA programs/processes and to problem solve; •Ensure that all program brochures, study abroad budget sheets, application instructions, application open and close cycles, and student records for programs are efficiently managed, instructive, accurate, current, and clear. •Make updates according to the student programming team master calendar; •Collaborate with UWSA team to develop systems and resources to support study abroad students (outbound and potentially inbound) and ensure consistency in the way that advising services and scholarship resources are delivered; •Respond to a high volume of email, phone calls and visits.
Student Programming Team Duties
Under the supervision of the Associate Director, the Program Operations Specialist will actively be involved in some or all of the following:
•Participate in the development of UW Study Abroad’s operational policies, procedures, and activities. This task may require coordination with other UW units, especially the Registrar’s Office, Financial Aid, academic departments, and the Global Emergency Manager; •Assist in developing a strategy for reaching enrollment and interest goals in study abroad programming; •Collaborate with the UWSA student programming team to develop training models and ongoing modules for student peer ambassadors toward more precision in student advising; •Coordinate, assist with, and present at events, workshops, and orientations; •Provide assistance to faculty, staff and partners to ensure compliance with state and federal laws, UW policies and procedures, and NAFSA/FORUM best practices; •Develop and create promotional materials including brochures, posters, and web pages used to advertise and market study abroad options to students; •Perform maintenance tasks in Terra Dotta specific to programmatic and team needs, including checking in proposals, opening programs, creating cost sheets, creating and updating templates; •Provide general study abroad advising across all program types; •Support other operational and/or administrative duties as assigned.
Run outreach projects and develop proposals independently, including developing program/event budgets. S/he must be able to use sound analysis and assessment to ensure the success of these activities. The Program Operations Specialist will:
•Oversee the coordination of UWSA’s outreach strategy and work with OGA/Study Abroad team members to ensure the successful implementation of outreach activities. •Participate in the implementation of UW’s global month, oversee the study abroad fair, and other OGA/UWSA major events. •Manage UWSA’s annual event calendar. •Coordinate the writing and communication of UWSA’s monthly newsletter. •Develop systems to make managing projects and events more efficient while ensuring high quality.
Working Group and General Office Duties
•Participate and contribute to one or more office-wide working groups (e.g. Strategic Planning, Sustainability, Race & Equity, Internal Culture, etc); •Participate in Withdrawal/Emergency Withdrawal review processes; •Supervise student workers (if applicable); •Other projects as assigned.
•Bachelor's Degree •1 year or less of experience with international education or a related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experiences with MS Word and Excel, Terra Dotta, Wordpress, institutional student databases and other administrative systems are preferred qualifications.
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.
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 undergraduate 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.