University of Washington PROGRAM COORDINATOR in Seattle, Washington
Req #: 197901
Department: FOSTER SCHOOL OF BUSINESS - MBA ADMISSIONS
Posting Date: 10/14/2021
Closing Info: Closes On 10/28/2021
Salary: $3,398 - $4,541 Monthly
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-classified-staff-20210208.pdf)
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. The Foster School of Business has an outstanding opportunity for a Program Coordinator! This position plays a key program and administrative support role for the MBA Program Office, Foster School of Business, with a focus on Full-Time, Evening MBA and Global MBA admissions operations. Exercises independent judgement in managing inquiries from the public regarding program offerings. Works with external UW Foster departments and partner organizations to update program and event information online and maintain CRM data in line with Foster policy and procedure. RESPONSIBILITIES Recruiting and Admissions Process Support • Prospective Student Inquiries: As the first point of contact for the Full-Time MBA, Evening MBA and Global MBA program, this role delivers outstanding customer service by providing detailed, accurate responses to inquiries via a variety of mediums: in person, phone, chat, or email. • Independently manage inquiries which include basic questions about the program structure, admissions process, or application requirements. Must exercise judgement in providing nuanced responses according to each applicant’s context and/or refer to information, resources, or staff as appropriate. • Appointment Scheduling: Coordinate with admissions counseling staff to schedule a high volume of informational interviews across complex calendars. • Anticipate and identify possible scheduling conflicts, recommend best practices. • Support admissions interview scheduling. • Work with IT Team on integrating new calendaring system tool and lead onboarding MBA Program Office staff for initial implementation and continued use of tool – train, develop, and modify standard processes and procedures as necessary for clear, efficient, and consistent use of tool across department with complex and varied scheduling needs. • Mailing/Shipping: Prepare and mail correspondence or materials as needed. • Inventory management: Maintain current inventory records, organize, and store materials, anticipate, and advise when orders are needed; order or collaborate to order materials. Event Support: Support Event Coordinator and admissions • Assist counselors in planning, preparation, execution, and follow-up for recruiting and admissions events including duties big and small; front-facing, back-end, tech support, communications, and data management. • Information Session execution: Ensure staffing for weekly information sessions, assemble materials for presenters and attendees, provide tech support, print and post/remove signs. Coordinate with Foster/UW Facilities if necessary. • Web updates: Own planning and execution of annual calendar of scheduled updates. Identify and execute additional updates as needed. • Work with UW Marketing and Communications department, MBA Program Office staff and external partners. Verify accuracy of web content and communicate updates across stakeholders. • The Program Coordinator will own a calendar of annual updates for these pages and the work-compatible MBA page as well as the Interview and Admitted Student websites for each program. • Scout for and find errors or outdated information, work across teams at Foster to determine whether information is current and source updated information, create text for timely announcements, ensure that blogs are tagged appropriately and embedded/showing up on the correct pages to get the most exposure when we produce key content, and then work with MarComm to ensure timely and accurate updates. • The Program Coordinator will also work with our partner organizations to promote our program on their websites – ensuring updated profile information on Foster FT and EVE programs and promoting admissions events. Recruiting data/CRM management support includes, but is not limited to: • Perform tasks using independent judgement and prioritization, with minimal oversight and improve upon current processes and procedures for these tasks. • Represent MBA Admissions at Community of Practice meetings, communicate policies and procedures back to admissions team, help team adhere to established data. standards and alert team of new opportunities, changes, and challenges. • Document or update data/CRM management procedures and suggest best practices for MBA Admissions staff. • Identify, diagnose, troubleshoot and/or report data or CRM errors; collaborate with Foster IT and Admissions staff to resolve, correct, and prevent reoccurrence. • Prioritize time sensitive data entry/updates and CRM database management functions based on a fluctuating recruitment and admissions timeline. Prepare and upload. spreadsheets with large data sets. • Perform regular audits. Maintain clean and accurate data- event registration and attendance records, contact records, status updates, marketing targets, list views, and monitor naming conventions for consistency. • Pull reports or research information to inform departmental decision making. • Create assets (forms, views, etc.) and assist with email marketing via CRM as needed. General Office Support, including Front Desk Support • Work collaboratively with other front desk reception staff and Front Desk Lead to ensure coverage during business hours and accommodate MBA Program Office complex event calendars. Look ahead and anticipate front desk staffing needs based on the needs of the entire program office and plan to manipulate their own schedule and coordinate this with other front desk staff rather than rely on a senior staff member to hand them a desk schedule for the week. • Serve as first point of contact for visitors, current and prospective students, faculty, and staff. Demonstrate professionalism in responding to inquiries and refer to MBA Program office staff or information resources as needed. This position is expected to read into each inquiry in a more nuanced manner, decide which inquires merit attention, provide detailed responses, use appropriate language, decide in which circumstances to gather additional information or which information (using diplomacy) from the potential applicant and answering a larger number of questions to reduce the number of inquiries forwarded to professional staff. • Coordinate with Front Desk Lead and MBA Program Office leadership to develop and maintain professional standards: operating procedures, and presentation of the front office reception. Establish, document, and improve operating procedures. • Other front desk reception area duties include but are not limited to open and/or close front desk, welcome guests, generate content to update electronic display, stock display materials. • Promptly communicate with MBA Program Staff regarding any urgent or complex matters, suggestions for stronger customer service, or trends in stakeholder needs. Provide high level operational support to the MBA Student Affairs and Program Operations Team. The Program Coordinator will be expected to assist with more complex work on an ad hoc basis depending on the needs of the office. These may include data projects requiring independent decision making, auditing, research, and reporting, guided assistance with annual budget projects or monthly fiscal work, purchasing, etc. • Attend MBA Program Office meetings with administrative staff and attend meetings as the MBA Program Office representative as needed. Program Coordinate will also attend Community of Practice meetings regarding the CRM system and data management – meetings internal to Foster but external to our MBA Program Office. Assist with other projects as assigned. MINIMUM REQUIREMENTS: High school graduation or equivalent AND two years of experience in program administration, operations, or customer service focused OR equivalent education/experience. ADDITIONAL REQUIREMENTS: • Experience with data management, establishing CRM operations, best practice standards, and supporting adherence to policy and procedure • Experience providing support to multiple individuals at any given time, including calendaring and administrative support • Excellent oral and written communications skills Outstanding attention to detail and overall flexibility in working with ambiguity • Ability to exercise independent judgment and be creative in problem solving • Ability to work independently and in a collaborative team environment consisting of diverse populations of staff, faculty, students, and other administrative personnel • Ability to adapt quickly to changes in work requirements and assignments; prioritize tasks • Ability to maintain a high degree of confidentiality • Excellent Microsoft Outlook, Word, and Excel skills • Ability to perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheets, and data base files, uploading/downloading, and creating footnotes and outlines • Proficiency in using spreadsheets and database software to develop and maintain records. • Outstanding attention to detail and overall flexibility in working with ambiguity DESIRED: • Experience with Salesforce preferred • Bachelor's degree and 2-3 years of experience or equivalent years of increasingly responsible duties • Experience with project management, program administration, or similar • Experience with University procedures and systems Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.