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 First Year Programs has an outstanding opportunity for a Systems Specialist to join their team.
Undergraduate Academic Affairs (UAA) shapes, advances, and stewards a world-class undergraduate academic experience for students at the University of Washington. Staff, faculty, and students in UAA deepen and enrich the learning experience for all undergraduates, recognizing and supporting the unique learning path of each individual student and the commitment of each academic program to excellence in learning and teaching.?
Within UAA, First Year Programs (FYP) is responsible for the annual entry and transition of all new University of Washington students (approximately 9,200 first-year and transfer students) and family members (about 4000).? Specific FYP programs include Advising and Orientation programs, Parent Orientation, Domestic & International Outdoor Adventure Programming, Dawg Daze Welcome Week, the First-year Interest Group (FIG) program, First Year Networks, and the Commuter & Transfer Commons.?
POSITION PURPOSE
First Year Programs is currently seeking a creative and results-driven professional to assume the position of Systems Specialist. The Systems Specialist will work with the Director to assess and manage database and Advising & Orientation projects to improve programming for new student transitional program activities for the First Year Programs (FYP) office. The System Specialist will support program communication and Assessment, general program coverage, make policy recommendations, and plan First Year Programs' direction.
Under the supervision of the Director, the Systems Specialist will have the following significant projects and responsibilities:
DUTIES AND RESPONSIBILITIES
The Systems Specialist will work with the Director to assess and manage database and Advising & Orientation projects o improve programming for new student transitional program activities for the First Year Programs (FYP) office. The System Specialist will support program communication and Assessment, general program coverage, make policy recommendations, and plan First Year Programs' direction.
Under the supervision of the Director for FYP, the Program Operations Specialist will have the following major projects and responsibilities:
Management of all First Year Program System Databases (60%)
• Design, manage, and create policies for A&O Reservation System (Visual Zen), overseeing First-year Checklist, system mapping, events, reports, and communications content, troubleshooting issues as they arise. The system serves 9,200 incoming first year students and 6,000 family members annually.
• Design, manage, and create policies A&O Pre-Modules (Advantage Design) database. Develop Maintenace and collaboration schedules for external contributors.
• Design, manage, and create policies FYP Text Messaging Platform (Cadence Mongoose) database. Develop Maintenace and collaboration schedules for external contributors.
• Use independent decision making to lead campus partner content requests process for all First Year Program System Databases (Advantage Design, Visual Zen, and Cadence Mongoose).
• Lead and direct Student Assistants and Operations Manager in the seasonal launch and ongoing troubleshooting for all systems.
• Develop and maintain process improvements and documentation for the First Year Program System Databases (Advantage Design, Visual Zen, and Cadence Mongoose), including internal office and external partner manuals.
• Provide instruction, guidance, and troubleshooting for campus partners accessing FYP systems for programmatic needs.
• Provide ongoing support for overall A&O programming, logistics, and auditing, including managing the logistics and campus partner staffing for the on-campus A&O program.
• Provide staffing and support for campus partner presentations during Advising & Orientation Sessions.
• Negotiate service level agreement rates with FYP System vendors.
• Manage and Lead contact for all data privacy through TrustArc Privacy Management Platform.
Communications and Assessment (20%)
• Support First Year Interest Group (FIG) course management process with student data integration and course audits.
• Participate in recruitment, selection, interview and onboarding of all new student employees.
First Year Programming Support (20%)
• Support Dawg Daze and additional programming with on-call coverage.
• Support Advising & Orientation on call coverage.
• Support the front desk with general questions and inquiries from the public.
MINIMUM REQUIREMENTS
• Baccalaureate degree in the appropriate field of study (e.g., education, social science) from an accredited institution.
• 1 year experience in higher education working with diverse populations.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
• Excellent communication and interpersonal skills.
• Strong project management skills and supervision
• Strong organizational skills, creativity, attention to detail, and ability to work under pressure and deadlines.
• Excellent written, verbal, and interpersonal skills
• Demonstrated initiative and the ability to work independently and be flexible while being part of a team
• Familiarity with Microsoft Office Products (Word, Excel, Access, and Powerpoint) or basic HTML.
• Ability to work independently and stay on task.
DESIRED QUALIFICATIONS
• Have a knowledge of/experience with college transitional programming and student retention strategies.
• Have a knowledge of/experience with the administration of credit bearing academic planning and administration.
• Demonstrate experience simultaneously managing multiple projects at various stages of implementation.
• Familiarity with accessibility guidelines and implementing accommodations for web content
• Comfort with learning or implementing HTML and CSS for web, database and email content
All UAA FYP Staff will demonstrate and integrate the following Undergraduate Academic Affairs Competencies:??
• Accountability and Integrity??
• Race, Equity, and Difference??
• Constituent Focus??
• Collaboration and Teamwork?
• Written Communications
• Manage Data
• Project Management
CONDITIONS OF EMPLOYMENT
• The position is currently in-person in Mary Gates Hall 120.
• Position operates in a shared office environment.
• Parking is not provided, but the UW does provide a UPASS (bus pass)
Application Process: The application process 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 access 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.
