Operations Specialist

Job Description

The Department of Enrollment Management has an outstanding opportunity for aOperations Specialist (Administrative Assistant 3 (NE S SEIU 925 Non Supv))to join their team.

Reporting to the Assistant Director of Finance and Administration this position is responsible for maintaining and strengthening relations between the UW Bothell Enrollment Management & Student Affairs (EMSA) Operations Team and the twelve departments within the EMSA division. The position plays a key role in supporting EMSA departments with navigating complex university systems oversees the Operations Teams Liaison Program and supports campus wide initiatives procurement and special projects.

Assisting and controlling the priority and expectations of incoming requests to the team and requesters from a variety of groups - UW Bothell senior leadership third party vendors various units outside of EMSA and students. This includes providing expected time frames identifying informational gaps collecting proper authorization and proper documentation in accordance with Federal Washington State and the University of Washington policy. This role helps troubleshoot and finds paths forward when projects hit administrative roadblocks and works with department leadership to proactively identify solutions to improve future processes. There is heavy reliance on initiative a holistic sense of the work being done an ability to complete tasks independently without supervision in an error-free manner and competency in providing objective and relevant guidance to the faculty staff and students.

This position will allow for additional outreach and increased communication between students and the departments within EMSA but also increase cross-division liaison interactions. This position aligns with and complements aspects of the Division of Enrollment Management & Student Affairs strategic leverages to increase student communications and marketing aid enrollment growth and diversification foster student engagement and holistic success and provide strategic enrollment intelligence. This position enables EMSA Operations to 1) support critical administrative fiscal and operational needs across EMSA and 2) develop support and increase process improvement expanding the support of units to include but not limited to Student Engagement Enrollment Management Admissions and Student Wellness on the UW Bothell campus.

Job duties:

GENERAL DUTIES:

• Support the Operations Team Liaison Program which provides regular communication with our largest department clients through proactive communication develop and sustain relationships with a focus on compliance system improvement and solution-oriented approaches.

• Aid in the development and implementation of operational systems and administrative processes across EMSA units to improve efficiency compliance and program delivery.

• Provide general administrative support for the department including but not limited to coordinating departmental meetings/events support for hiring committees student employee on-boarding and off-boarding assistance.

• Initiate and develop programming support for the units within the Division of Enrollment Management & Student Affairs via the UW ticketing system to support department division and campus-wide objectives prioritize certain projects and balance team bandwidth. Monitor tickets and intervene when needed to troubleshoot and provide proactive communication to department clients.

• Provide administrative support for staff on-boarding including but not limited to I-9 set up Net-IDs key requests computers phones and updating directories and organization charts arranging training and introductory meetings and setting up required systems access. Ensure the EMSA hiring process is following Civil Right and Compliance Office guidelines and provide hiring managers with resources to maintain alignment with division-wide hiring approaches.

• Responsible for following and staying informed of university procurement compliance rules processes and standards. Identify and research answers to compliance questions working with Fiscal and Audit Services and UW Seattle departments as appropriate. Advise EMSA staff regarding basic compliance questions and related University procedures via the Operations Team Liaison Program.

• Process e-Reimbursements. Assist with procurement of goods and services utilizing the University tools and systems such as processing reimbursements non-PO invoices purchase order payments and payments to individuals.

• Perform activities related to monthly reconciliation of budgets and procurement cards within the Divisions cost center. Identify systemic challenges and proactively work with individuals supervisors EMSA leadership to address compliance concerns and provide process improvements.

• Utilization of UW online systems including Workday Connect Student Data Base and the Bi Portal system to perform routine and complex fiscal tasks and/or business analyses.

• Coordinate and attend UW Bothell Program meetings and UW Seattle meetings and trainings related to programming and procurement issues and updates. Bring relevant information back to the department and recommend related adjustments to department practice and process.

• Function as an additional back-up for the Enrollment Services front desk in support of the offices of International Student Services Office of the Registrar and Financial Aid.

• Maintain student and program records in accordance with legal ethical and institutional protocols for confidentiality and privacy. Create and maintain spreadsheets and databases to monitor records collect data and generate statistical reports. Manage and maintain EMSA computer and phone tracking logs and office locations.

• Maintain division website maintenance and updates for EMSA SharePoint pages.

• Assist with special projects as needed. Other duties as assigned.

TRAVEL & FISCAL SUPPORT:

• Maintain divisional adherence on all UW and UWB internal policies and procedures for travel reimbursements purchasing and procurement to ensure compliance and attend regular fiscal and travel meetings.

• Support the dissemination and policy adherence of travel pre-authorization forms and initiate pre-meetings with staff before travel submit conference registrations make travel arrangements (flights hotels rental vehicles) assemble travel itineraries process post-travel reimbursements.

• Work with staff to complete reimbursement requests with supporting documentation submit reimbursement claims and track progress.

• Collect monthly Procurement Card reports from all cardholders by deadline verify that the correct budgets and other identifiers are used for each transaction that appropriate comments are included and that each transaction has a receipt. Track completion and follow up with staff as necessary. Work with staff who need assistance.

• Reconcile all budget transactions monthly ensure proper supporting documentation is on file for each transaction proactively work with colleagues and campus partners to obtain missing documentation send final reports to budget owners.

• Process payments to vendors promptly according to different invoice requirements and proactively work with staff to follow UW and UWB procurement policies.

• Create budget reports as requested support budget owners in the yearly budget planning process.

COMMUNICATIONS & POLICY GUIDANCE:

• Assisting units to ensure compliance of divisional procurement activities interpreting UW and state policies to develop efficient purchasing workflows and resolve complex compliance issues.

• Communicate project and operational status updates and issues to requesting units management and keep team members informed.

• Reinforce and collect proper authorization and documentation in accordance with Federal Washington State and the University of Washington policy.

• Plan schedule and lead departmental meetings with an ability to convey the project statuses and requests of the team.

• Practice active listening skills and be respectful in all communications (verbal non-verbal and written) to reduce conflicts strengthen cooperation and foster understanding.

• Interpret and communicate information ideas and instructions clearly and accurately both verbally and in written materials intended for distribution.

• Work independently and collaboratively with manager and team members to create efficiencies effectively complete work products projects and meet deadlines.

PROJECT & PROGRAM MANAGEMENT SUPPORT:

• Support the continued development and implementation of EMSA process guides abiding by UW Bothell and Washington State law in support of operational and administrative needs.

• Manage and maintain the archival processes for document integrity and retrieval.

• Independently assess the need for and oversee the purchase of staff office supplies and supply needs of the VSMT-020 suite.

• Oversee the planning communication and third-party vendor requests for the planning of Divisional events.

MINIMUM REQUIREMENTS:

• Requires High School/GED AND three years of office or administrative support experience.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

ADDITIONAL REQUIREMENTS:

• An ability to think ahead and use project management experience to plan activities and tasks that will meet team goals.

• Possess a working knowledge of Excel.

• Ability to work effectively with a broad range of constituents including students staff faculty administrators and non-University customers.

• Demonstrate excellent customer service skills.

• Ability to prioritize multiple responsibilities and adjust schedules to provide back up to the front desk.

• Provide demonstrated experience managing and scheduling calendars preferably in Microsoft Outlook.

• Proven ability to handle confidential information with a high degree of tact discretion diplomacy and to maintain strict confidentiality.

• Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines and to work with minimal supervision.

• Possess the ability to professionally manage multiple responsibilities concurrently; ability to work and maintain focus while maintaining a professional demeanor.

• Organizational skills to operate within a busy office environment.

• Strong interpersonal communication skills.

• Proven ability to deescalate situations and crisis management.

DESIRED REQUIREMENTS:

• Working knowledge of UW systems and procedures.

• Advanced skills and experience with Microsoft Office Suite web design and editing.

• Experience processing UW fiscal documents.

• Familiarity with program specific software such as Workday WordPress VBA and Python.

• Understanding of and the ability to comprehend WA State and Federal laws regarding confidentiality and liability.

• Flexible in handling the unexpected and able to maintain personal composure to handle challenging situations and crises.

CONDITIONS OF EMPLOYMENT:

• In-person position 40 hours per week Monday through Friday during regular business hours with hybrid eligibility.

• Work will be performed across UW Bothell; this role is required to maneuver to different buildings as needed.

• Ability to lift/ move 20 pounds regularly and up to 40 pounds occasionally for event set up and logistics.

• Occasional infrequent work outside of normal hours.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

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.