Continuous Improvement - Program Specialist 3

State of Washington•Thurston County – Olympia, WA

6d•Hybrid

About The Position

The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill a School Improvement - Program Specialist 3. This full-time permanent position is based in Olympia, Washington. An initial training and onboarding period will require regular in-office attendance. Upon successful completion of the evaluation period, a flexible telework arrangement may be considered. Telework is a combination of in-building and off-site days. OSPI is the primary agency charged with overseeing public K–12 education in Washington state. Working with the state's 295 public school districts and 7 state-tribal education compact schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided a high-quality public education. OSPI is committed to its work but values the balance with personal lives and provides an environment that stimulates professional growth and values employees for their expertise. OSPI has several initiatives to help create a great working environment, including supporting a healthy work/life balance with flexible/alternative work schedules and mobile and telework options, an Infant at Work Program, and promoting diversity, equity, and inclusion. The position supports the agency’s mission by providing leadership and support to districts and schools identified for tiered support under the Washington School Improvement Framework (WSIF) as a member the Continuous School Improvement Team within the Teaching, Learning, and School Improvement division. Under the direction of the Director of School Improvement, the Program Specialist maintains the web-based improvement planning tools used by the agency to collect federally mandated district and school improvement plans, facilitates trainings and professional development, supports the Continuous Improvement program through participation in Resource Allocation Reviews, and provides programmatic support and technical assistance around all aspects of state and federal for internal and external partners and stakeholders.

Requirements

Bachelor's degree required; degree in Education, Policy, or a related field preferred
Two years of professional level experience including planning, policy analysis, coordination and/or consultation with a variety of partners and stakeholders.
Experience may substitute for education on a year for year basis.
Proficiency in Microsoft Office Suite, web-based databases, and experienced internet research.
Ability to communicate complex concepts, both orally and in writing, in a manner that is understandable, persuasive, and appropriate for the audience.
Experience drafting, editing, and accurately formatting a variety of documents including correspondence, publications, spreadsheets, bulletins, memorandums, contracts, and reports.
Must live in the state of Washington

Nice To Haves

Intermediate or advanced proficiency of Zoom, MS Teams, and other online collaboration tools and programs.
Experience with facilitating virtual and in-person meetings, professional development, and trainings.
Self-directed, willing to take initiative, demonstrate good judgement, and able work successfully with a wide variety of people.
Experience collecting, analyzing, and utilizing program-related data to guide, support, and strengthen programmatic practice.
Experience conducting program evaluations.
Experience with quantitative and qualitative data tools.
Knowledge and experience with implementation and improvement science principles.
Skill in assessing problems, interpreting, and clarifying needs, and developing solutions.
Skill in developing project and work plans.

Responsibilities

Provides direct support for the development, access, use, implementation, and monitoring of web-based improvement planning tools for internal and external stakeholders, that include guidance documentation, one-pagers, videos, templates, and other support tools.
Provide technical assistance and facilitate training for internal and external partners on the use of web-based improvement tools.
Create and publish training tools for internal and external partners including manuals, one-pagers, videos, templates, and other support tools.
Provide technical assistance to internal and external partners relative to improvement planning.
Initiate, create, and manage program databases and files for web-based tools for internal and external users across the agency as they relate to school improvement.
Conducts research, compiles data and draft presentations for division leadership.
Develop, analyze, and recommend improvement processes to improve accessibility and use of web-based improvement tools for internal and external partners.
Provides programmatic support for the collection and analysis of all required, System and School Improvement plans, in conjunction with the Director of School Improvement, School Improvement Program Supervisors, and the division’s data analysts.
Provides input and support for the regular utilization of aggregate and disaggregated school improvement plan information to support agency wide collaboration on school improvement plan information.
Plan for and participate in Resource Allocation Review (RAR) and Federal Program Review in collaboration with CI Director and Program Supervisors, conducting reviews and providing feedback to districts; and collaborating with the federal program review process within the agency to implement the reviews.
Serves as a School Improvement Team representation for the team and division to plan, participate in the Federal Program Review process and activities inside of the agency and in the field.
Assists in the coordination, development, implementation, and monitoring of the School Improvement Technical Assistance Network made up of internal and external partners.
This network provides direct technical assistance provided to schools identified for tiered support under WSIF and aligns with agency priorities around literacy, math, language acquisition, inclusionary practices, graduation pathways, and implementation of new state learning standards.
This position assists and supports the coordination of resource and guidance development and dissemination, professional development, trainings, data collection and analysis, all in alignment with best practices, federal and state policies, agency priorities, and the statewide School Improvement Framework.
Assists in planning and executing effective school improvement professional learning; utilize professional learning best practices for in-person, virtual, and on-line learning.
Collect annual data from school districts in the state through District and School Improvement Plans and reports the data to stakeholders as needed in collaboration with division leadership and Program Supervisors.
Under guidance from the Director, develops, tracks, and monitors CI budget and oversees the use of budget codes on behalf of and in collaboration with the Director and CI team.
Track, process invoices and payments: verify expenditures and authorize payment of contractor's invoices in a timely and accurate manner; resolve contract payment disputes and confer with divisional leadership, contractors, and various OSPI programs concerning contract payments and compliance in support of established School improvement priorities and objectives.
Act as a liaison and advocate speaks on behalf of program and supervisor when communicating between Improvement staff, division, OSPI, educators, and public entities via phone, email, and in-person inquiries about, school improvement programs.
Monitors work commitments and coordinates projects using a project management platform (e.g. Microsoft Planner) or technical strategy ensuring deadlines are met for the team; Provide technological and programmatic support across the state, including, networking, programmatic resource collection and disbursement, training notices, answering questions about communications, meetings, resources, and program updates, grants, contracts, and RAR
Reviews and edits presentations and correspondence from rough draft to final using Microsoft Office products or other programs.
Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and data base files, uploading/downloading, and creating footnotes and outlines.
Assists with content contribution on k12.wa.us website.
Review work products for proper grammar, punctuation, spelling, content coherence, and messaging, Review and ensures documents are ADA compliant.
Maintain databases and distribution lists for workgroups and committees.
Prepares, types, edits, and/or sends out emails and correspondence on behalf of School Improvement team.
Assures that supervisor is aware of agency processes and procedures related to correspondence.
Makes all travel and lodging arrangements that follow agency and state policies.
Leads administrative support to organize meetings, workshops, and conferences.
Prepare documentation, such as meeting expense forms, committee/consultant forms, meeting notices, agendas, correspondence, handouts, and meeting minutes.
Leads administrative support to compile contract paperwork for meeting facilities and speakers, coordinate lodging, meals, and audio-visual needs for all meetings and/or conferences and trainings for the School Improvement program.
Leads administrative support to maintain and archive files and keep up to date on records management to keep programs in regulation with retention schedule for public disclosure.
Prepares all purchase requests for the team to be forwarded for approval as needed.
Keeps up to date on travel and purchasing rules and procedures.
Make travel arrangements for supervisors and team, process monthly reimbursement claims, complete travel authorizations, and fill out itineraries for program supervisors.
Assist as back-up for Public Disclosure, Public Records, Records Retention and Electronic Records Coordinator for Division.
Collaborate with other agency divisions, including, but not limited to, helping with projects, outreach, and meeting coordination, when needed.
Serve as OSSI team representative on agency committee(s) or ad hoc groups as directed, requested, or interested.