Location: Seattle, Washington
Type: Full Time
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The Office of Minority Affairs and Diversity has an outstanding opportunity for a Program Operations Specialist at the Kelly Ethnic Culture Center.
The University of Washington's Kelly Ethnic Cultural Center (ECC), a division of the Office of Minority Affairs and Diversity, provides students and the UW community with a friendly environment to supplement classroom experiences through participation in student organizations and leadership development . The Center promotes the academic, cultural, educational, and social needs of minority and majority students, staff and faculty. The Kelly ECC is a vibrant and active place where all UW students can meet, plan, and implement programs while developing leadership and organizational skills.
This position reports directly to the Associate Director and works collaboratively with the executive team in the areas of office strategic planning, financial planning, forecasting, telecommunications, professional development and Human Resource functions. The position has functional responsibility for the Center's Front Desk operations, fiscal management and related legal and regulatory compliance, business office services, staffing, the Kelly ECC’s signature programs and with student organizations.
The position manages the development and implementation of policy and processes for the Kelly ECC to ensure compliance with all University and State financial requirements. Independently advise students, staff, program participants and/or the public regarding ECC Front Desk, program content, policies, procedures and activities; select/recommend alternative courses of action. The position hires, trains, recruits and oversees the human resources process for full time and paraprofessional staff, students and graduate students. This includes the onboarding and the annual evaluation process for full time employees.
As the manager for ECC front desk and human resources/business operations for the Kelly ECC, this position is responsible for managing a team of staff, the Student Diversity Event Fund (SDEF) and the Student Activities and Fee (SAF)operations to accomplish the following goals:
1). Manage and oversee all front desk administrative and business functions including 16 ECC operating budgets.
2). Manage all student organization funding request applications, program summary reports, and funding allocation processes associated with SDEF and SAF projects; including building more efficient business processes, ramping up student organization support outreach and liaising with other important UW student service units.
3). Oversee the collection, analysis, and evaluation of student and program data to document progress towards established goals and objectives as developed by the Director and Associate Director of the Kelly ECC.
Duties & Responsibilities:
1. This position is responsible for the Samuel E. Kelly Ethnic Cultural Center’s fiscal management and related legal and regulatory compliance; business office services; and staffing of the Front Office. 15%
2. The position is responsible for maintaining the ledger for over 20 events and program budgets; receives, processes and deposits Center and Theatre revenue funds. 20%
3. The position is specifically responsible for the Student Diversity Event Fund (SDEF) – development and implementation of program policies and procedures for funding request and allocation processes; sets annual goal and objective for registered student organizations (RSO) including all program evaluation and assessments. Funds are allocated to 125 RSOs and over 200 events and programs. 15%
4. The position is responsible for the management and supervision of the Center’s front desk administrative and operational functions and staff. 10%
5. The position is responsible for all Center’s Human Resources processes for full time paraprofessional staff, undergraduate students and graduate students. Plans, revises and implements procedures and work methods to improve efficiency of the Center’s HR and Payroll operations and services to students. 15%
6. Oversees the preparation of program budgets and budget proposals for Student Activity Fee Committee (SAF) grant funding and development activities. 10%
7. Prepares invoices for Center services payments; timely preparation of individual reimbursements. 5%
8. Prepares statistical or narrative reports regarding program operations. 5%
9. Interpret University and State fiscal policies, procedures, regulations, and legal requirements related to the expenditures of university funds; provide recommendations for development and maintenance of computerized financial management and budget development systems. 5%
Management and supervision of Center front desk operations; serves as primary point of both internal and external representation and liaison with respect to program implemenation and front desk operational matters. Establish and maintain fiscal and human resource control for the Kelly ECC. Manages and directs the funding process for Student Diversity Event Fund and Kelly ECC signature events and comunity building programs; organizes logistics and procurement of supplies, food and materials for events and programs. Advise, coordinate, and collaborate with students, student organizations and faculty/staff in the financial planning of multicultural events, lecture series, conferences, interdepartmental and interdisciplinary events, art and photo exhibits .
Bachelor's Degree in Education, Business Adminstration or Human Resources.
A minimum of three (3) year's experience in a college level student services/programs with Fiscal and Human Resource or a related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Must have knowledge of higher education administration, student development theory and educational policies; ability to work collaboratively with faculty, staff and administrators in a university setting. Candidate must demonstrate excellent oral, written and interpersonal communication skills.
Desire experience and sensitivity to diverse groups of students in a multicultural setting.
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 Work 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.