Program Operations Specialist - Student Affairs

University of Washington Medical Center • Seattle, WA

2d • $66,000 - $72,000 • Hybrid

About The Position

The University of Washington School of Nursing’s Office of Student and Academic Affairs (OSAA) seeks a Program Operations Specialist to administer operational programs, systems, and processes supporting student affairs and academic program functions. Reporting to the OSAA Administrator, the position manages operations across student affairs, centralized communications and service systems, academic program coordination, and records management. It performs professional-level program administration requiring independent judgment and decision-making and holds substantial responsibility for the success of OSAA’s student program operations.

The specialist develops, administers, and improves the operational infrastructure through which OSAA delivers programs and services. Work includes developing and maintaining workflows and procedures; coordinating activities across functional areas; administering centralized communication and information-management systems; monitoring and analyzing operational activity; managing records and documentation; and coordinating implementation of academic and student programs. The position works closely with Admissions, Advising and Student Success, academic program leadership, and School and University partners. It resolves operational issues, determines escalation pathways, recommends and implements improvements, and is accountable for the quality, efficiency, and results of assigned programs and systems.

The role is eligible for a hybrid work schedule combining on-site and remote work under School of Nursing and University policies. It is expected to work approximately 40 hours per week, with occasional evening or weekend work to support events, programs, or organizational activities. The position may occasionally move or transport office or event materials weighing up to 20 pounds. This is a regular, 100% FTE position. The annual pay range is $66,000–$72,000.

Requirements

• Bachelor’s degree in business administration, public administration, education, social sciences, communications, or a related field, and two years of experience in program administration, program operations, higher education administration, or a related area; equivalent education and/or experience may substitute for stated requirements.
• Experience administering programs, operational processes, or organizational systems involving multiple stakeholders.
• Experience developing, documenting, and implementing operational procedures and workflows.
• Ability to independently interpret and apply established policies, procedures, and requirements.
• Strong organizational, communication, and project-management skills.
• Demonstrated ability to exercise independent judgment and manage multiple priorities.
• Ability to occasionally move and transport office or event materials weighing up to 20 pounds.
• Submit a resume detailing relevant experience and qualifications.

Nice To Haves

• Experience in higher education program operations, academic administration, or student affairs administration.
• Experience with ticketing, case-management, CRM, or other service-management systems.
• Experience with records management, records retention, or organizational information-management practices.
• Experience developing standard operating procedures, process documentation, or training resources.
• Familiarity with University of Washington administrative systems, policies, and procedures.

Responsibilities

• Serve as the first point of contact for prospective students, answer routine and non-routine inquiries using knowledge of School of Nursing programs and admissions processes, provide guidance on program fit, admissions requirements, and application materials, and refer individualized admissions determinations to Admissions.
• Administer admissions-related operational processes across undergraduate and graduate programs, including application-cycle workflows, tracking, documentation, and communications, in partnership with the Admissions team.
• Manage IPE tracking processes, including student records, completion tracking, and reporting.
• Manage PhD Carrel and student locker processes, including request and release forms and regular audits in accordance with Health Sciences Building Management policies and procedures.
• Administer Nurse Camp operations, including applications, registration, participant communications, scheduling, logistics, coordination with School and University partners, and ongoing evaluation and improvement of procedures.
• Plan, manage, and evaluate assigned student programs and events, including PhD Scholarship Day, PhD Mixer, student orientation, Quarterly Connect, and the Career Fair; manage timelines, logistics, vendor coordination, resource planning, and post-event evaluation.
• Develop and maintain procedures, documentation, and tracking tools for assigned student and program operations; identify, propose, and implement improvements to the student experience and operational efficiency.
• Develop, implement, and maintain records-management procedures, documentation standards, and organizational systems for consistent and compliant records practices across OSAA; determine when records meet standards and when outliers require escalation.
• Create and maintain incoming students’ records and electronic file structures in accordance with School and University standards.
• Manage student records throughout the student lifecycle, including organization, maintenance, retention, archiving, and disposition in accordance with UW records retention requirements.
• Process records-based program and degree verification requests for former students and alumni, coordinating with academic programs when additional review or certification is required.
• Review current and historical records and coordinate appropriate archival or destruction activities.
• Lead implementation and ongoing administration of the student affairs portion of OSAA’s centralized communications intake and ticketing system, and partner with the Program Operations Specialist – Academic Affairs on shared system configuration and service standards.
• Manage high-volume inquiries efficiently and with independent judgment; develop and maintain workflows, service categories, routing protocols, and escalation pathways.
• Partner with OSAA teams to develop standardized responses, knowledge resources, and internal guidance for accurate and consistent service delivery.
• Monitor communication volume, response timelines, recurring topics, and other service data; develop reports, identify trends, and propose and implement improvements to student experience and service efficiency.
• Develop system documentation and training resources, coordinate system enhancements, and provide operational guidance to OSAA staff.
• Perform other duties as assigned.

Benefits

• The posting refers applicants to the University of Washington staff benefits website for information about benefits.
• Opportunities for professional growth.
• Work in an environment described as diverse, intellectually exciting, and known for artistic pursuits and natural beauty.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level