Program Operations Specialist

University of Washington•Seattle, WA

15h•$72,000 - $80,004

About The Position

The Office for Academic Personnel and Faculty (APF) is a coalition of strategic partners focused on serving the University of Washington’s current and prospective faculty, librarians, residents, fellows, postdoctoral scholars, and academic staff. Reporting to the Associate Vice Provost for Academic Personnel and Faculty Development, the Program Operations Specialist will support the APF Development pillar by providing leadership and management for operations, communications, design and implementation of expanded leadership and development programming. The specialist will be instrumental in further scale up of APF development programs, broad implementation, evaluation, and communications. This position is responsibility for day-to-day program logistics and long-term operations planning. The person in this position serves in a variety of administrative roles and must demonstrate effective communication, administrative judgment, and innovative ability. They must be able to work independently and as a member of the Development Support Services (DSS) Team. APF development programs will have an eye towards improving faculty well-being, and as such, deep knowledge of programs and interventions geared towards cohort building, fostering inclusive organizational climates, communications and leadership skill building will be instrumental. In addition, some research and policy background will also be necessary to develop a robust evaluation program, analyzing the data, and communicating findings that take a continuous quality improvement approach. The position also leads administrative and operational activities, establishes and maintains project timelines, and maintains communications and information sharing with other parts of APF and academic leaders in the UW tri-campus system. This position will provide critical support to APF to launch their new service-orientated programming, which emerged out of the restructure of the Office of Academic Personnel (OAP into the Office of Academic Personnel & Faculty (APF). In alignment with the wider goals for APF, this position will help envision and map out leadership program activities. This position supports the efforts of all faculty, academic personnel, and academic leaders across the arc of their careers and across the three campuses of the UW.

Requirements

Graduate Level Education (Master’s degree) in a research related field (e.g. developing questions, collecting and managing qualitative and quantitative data, such as post-workshop surveys, interviewing academic leaders for needs and impact evaluation, basic data management and manipulation of types of faculty audiences for APF activities)
One year of professional work experience, to include: 1) Work experience in written communications (e.g. needs assessment/report and presentation preparation, website content development, critical thinking skills needed to assign prompt and provide a written response for public invitation and comment) and program operations (incorporating continuous quality feedback on our programs). 2) Experience in Program Development and Implementation, Monitoring and Evaluation (qualitative and quantitative data manipulation, monitoring, development (interview and survey question development)
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Responsibilities

Works with Associate Vice Provost for Faculty Development, the DSS team, APF, and other stakeholders to identify, develop, and implement new programs and activities that align with faculty development goals across all three UW campuses.
Performs applicable background research for assigned projects, including interviews with academic leaders, summarizing data from interviews and other qualitative data sources, basic quantitative analysis of faculty data, and developing data visualization and reports on these data.
Facilitates and assures outreach, research, and coordination of programs, including liaising with stakeholders and partners, authoring and/or assembling content and materials.
Assist in developing, maintaining, and implementing policies, strategic plans, educational programs, and resources for the Academic Personnel and Faculty Development pillar and the Development Support Services group.
Regularly assist in the compilation and analyses of faculty data (faculty track, years of service) from UW, national sources
Coordinate with APF director of communications to update and maintain the APF Development website
Develop strategic public relations materials in coordination with the APF communications team.
Manage and maintain programmatic listservs, other program-related databases, and spreadsheets.
Establish and maintain collaborative and cooperative relationships within APF and with units interacting with APF Development pillar and Development Support Services, such as the Executive office, Deans offices, departments, UW HR, etc.
Lead and manage operations for all APF professional and leadership development activities (e.g. postdoctoral development workshops and website content, assistant professor promotion workshops).
Drives implementation of new programming and current programming.
Analyzes faculty data (track, years of service, years in rank) and develops relevant data visualizations, web content, invitations for APF programs; linking with relevant audiences for each event.
Monitors progress and completion of key tasks to ensure assigned projects are on track to meet the intended goals and objectives.
Exercises independent decision-making as many of the projects will be unique in nature.
Set planning timelines including identifying tasks, deadlines, key activities and personnel and ensure deadlines are met.
Create, distribute, and manage event communications.
Lead event logistics, including calendaring, room scheduling and set up, speaker coordination, event materials, event related meetings, communications, tracking RSVPs and participation, equipment, catering, evaluation surveys, and additional duties assigned by the AVP.
Develop programmatic calendar and coordinate with APF, Provost Office, and other UW units’ faculty-related event calendars.
Manage vendor contracts and ensure proper execution of contracts and payment.
Regularly performs needs assessments and impact evaluations for continuous quality improvement of programs.
Develops and Maintains surveys and databases for program development, implementation, and evaluation
Collaboratively establishes learning objectives and goals for programs and workshops
Creates and analyzes metrics to measure program effectiveness, recommending process improvement opportunities as needed.
Supervise graduate and/or undergraduate student assistants as needed.
Performs additional duties as assigned that fall within the reasonable scope of this position.