Program Operations Specialist - Student Affairs

University of Washington•Seattle, WA

1d•Hybrid

About The Position

The University of Washington School of Nursing’s Office of Student and Academic Affairs (OSAA) is seeking a Program Operations Specialist to administer operational programs, systems, and processes that support student affairs and academic program functions. Reporting to the OSAA Administrator, the role manages assigned operations across student affairs, centralized communications and service systems, academic program coordination, and records management. It requires independent judgment and decision-making, with 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. This includes creating and maintaining workflows and procedures, coordinating activities across functional areas, administering communications and information-management systems, monitoring operational activity, managing records, and coordinating academic and student programs. The role works closely with Admissions, Advising and Student Success, academic program leadership, and School and University partners. It is accountable for the quality, efficiency, and results of assigned programs and systems, and determines methods, procedures, timelines, and resource plans to meet program objectives. 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 special events, programs, or organizational activities. The position is regular and 100% FTE. The stated annual pay range is $66,000 to $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 move and transport office or event materials weighing up to 20 pounds occasionally.
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, respond to routine and non-routine inquiries about School of Nursing programs and admissions processes, provide guidance on program fit, requirements, and application materials, and refer individualized admissions determinations to Admissions.
Administer admissions-related operational processes for undergraduate and graduate programs, including application-cycle workflows, tracking, documentation, and communications.
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 under 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 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; coordinate timelines, logistics, vendors, resources, and post-event evaluation.
Develop and maintain procedures, documentation, and tracking tools for assigned student and program operations, and implement process improvements.
Develop, implement, and maintain records-management procedures, documentation standards, and organizational systems across OSAA; apply established standards and escalate outliers when appropriate.
Create and maintain incoming-student records and electronic file structures in accordance with School and University standards.
Manage student records throughout the student lifecycle, including organization, maintenance, retention, archival, and disposition under 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 needed.
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; partner with the Program Operations Specialist – Academic Affairs on shared configuration and service standards.
Manage a high volume of inquiries, develop and maintain workflows, service categories, routing protocols, and escalation pathways, and direct inquiries to appropriate functional areas.
Work with OSAA teams to develop standardized responses, knowledge resources, and internal guidance for accurate, consistent service delivery.
Monitor communication volume, response timelines, recurring topics, and other service data; prepare reports, identify trends, and implement service improvements.
Develop system documentation and training resources, coordinate system enhancements, and provide operational guidance to OSAA staff.
Perform other duties as assigned.