PROGRAM COORDINATOR

Thank you for considering Housing & Food Services at the University of Washington, Seattle.

At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

HFS provides on-campus housing to over 10,000 student residents and operates over 40 dining and café locations that serve the entire campus community. In order to successfully accomplish this, we employ over 1,200 students, classified and professional staff members who work throughout HFS, providing residential and dining services to the campus. As reflected in our mission statement— working together to enhance student life—teamwork and service to our students and customers are at the heart of our business.

To learn about our commitment to diversity, equity, and inclusion at UW Housing & Food Services, you are encouraged to review our Diversity, Equity, and Inclusion Statement Training.

POSITION PURPOSE
Serves as a support role in coordinating day-to-day operations across amenities spaces, assisting with special projects, student onboarding, procurement processes, financial processes, and other tasks. Interactions occur through in-person, phone and emails. Amenities for Residents web site.

DESCRIPTION OF DUTIES

Program Coordination:

Coordinates and maintains the procurement, distribution, and storage of materials in amenities retail stores and storage rooms; develops and maintains office record keeping and filing systems

Maintains primary oversight of amenities requests, via the Connect Lite ticketing system or via email. Helps coordinate project assignments and progression

Tracks the status of projects and action items and performs administrative tasks pertaining to issues discussed at weekly Residential Life Team meetings

Functions as the central point of contact and approver for west and north meeting space calendar requests; approving/denying requests and managing disputes

Assists with student leader (RPB, REP, SEED, or RCSA) or other partners with programming initiatives in collaboration with amenities

Serves as direct supervisor for Frost Bite ARES / Student Leader

Oversees volunteer program, café operations and works directly with Student Leader to ensure success of the program

- Ensures that the volunteer base of the program has a direct connection to HFS or Residential Life (ex- Hall Council volunteers)

Writes departmental correspondence, reports, and manuals; assists Residential Life staff by editing reports, memos, and correspondence

Attends meetings as a Residential Life unit representative

Assists in maintaining program budgets and initiates corrective action to eliminate discrepancies between budget related documentation

Assists in gathering, synthesizing, and presenting assessment data about amenities space usage, space data (such as retail store inventory, workshops data, etc), user data, or equipment data

Staffing, Recruitment & Onboarding:

Assists with recruiting, interviewing, onboarding, and training amenities staff throughout the year

Assists with creating and reviewing new job descriptions, updating current position descriptions, and submitting position postings to work study

Position descriptions should be reviewed annually and before posting

Work study position descriptions should be reviewed and resubmitted annually

Assists with Fall training and mid-quarter trainings; coordinating food ordering, preparing and reviewing training schedule, reserving meeting rooms, and assisting with training communications to students

Assists with onboarding tasks for staff, such as entering staff information into commonly used systems such as Humanity, Slack, Workday, etc

Assists with Summer Youth Programs hiring, training and curriculum development, and other special projects and groups in summer quarter. Amenities involvement with Summer Youth Programs changes annually

Administrative Duties:

Serves as a “super user” supporting all amenities spaces landing pages as well as maintaining files on InsideHFS, the departmental SharePoint site

Works with Specialists, Instructional Technicians and Manager to prepare invoices for amenities spaces or materials use. Assists Manager in preparing annual invoices from partners per MOUs and submits invoices to Manager, Specialist or Technician for review before sending

Works with Residential Life Operations Specialist and the Residential Life Support Staff (RLSS) team to ensure Residential Life centralized operations are supported, assists in business continuity across the RLSS team

Prepares, and submits time and absence correction requests from Amenities staff

Receives and responds to requests for records, statistics, and materials

Monitors and responds to requests in the amenities shared email accounts (five total accounts)

Maintains and updates Amenities websites via Kentico. Edits, updates and submits pages for publishing with current hours, programming, announcements and updates included

Works collaboratively with Specialists to manage digital signage across amenities, and amenities content in residence hall digital screens via Carousel

Works on special projects for Residential Life

Assists with Residential Life technical and administrative support during Residential Life Team meetings

Serves on committees as assigned

Assists with general procurement for other teams as needed

Helps deliver programming supplies on campus

Financial Processes:

Serves as a resource for staff regarding purchasing regulations, interprets financial policies/procedures, and reviewing transaction documentation for compliance

Completes purchasing utilizing the University Procurement Card and eProcurement process

Processes and submits payments ordered on behalf of the amenities team

Processes and submits travel and travel reimbursement requests

Assists in maintaining program budgets and initiates corrective action to eliminate discrepancies between budget related documentation

Student Supervision:

Provides direction to assigned student employees for up to three students

Attends and participates in student staff weekly meetings and hosts ones on one with students

Provides input on student staff performance evaluations

Provides instruction to student staff and provides feedback to supervisor when students are not meeting expectations

Performs other duties as assigned. These duties may fluctuate depending on time of year or urgency of project. While this position provides support to the Amenities team primarily, this position also works with and within the broader Residential Life team. There are times during the year where the majority of the work may need to shift to supporting the operational needs of the broader Residential Life team; flexibility is a key component of the role and this is not unique to the Program Coordinator role.

SUPERVISION PROVIDED
The position works under general supervision and reports to the Senior Manager for Amenities.

POSITION DIMENSIONS
The position supports a complex program administered by 5 professional staff. The position interprets, applies, and advises on complex Unit, Department and University policies and procedures. The program activities are distributed throughout the UW campus. Working knowledge of residential life and program administration are keys to successful performance.

WORKING CONDITIONS
This position works a regular Monday through Friday schedule; however, it may require the occasional evening and weekend commitment for special events or trainings.


MINIMUM REQUIREMENTS
High school graduation or equivalent AND two years of experience in residential life or other work that supports the amenities of a business/program; OR equivalent education/experience.

DESIRED REQUIREMENTS

Experience working in a residential life or residential housing program

Experience that demonstrates:

Attention to detail

Accurately interpreting and applying complex policies

Creating oral and written communication appropriate for the audience

Accuracy in financial transactions

Outstanding oral and written communication

Success interpreting and communicating complex policies, procedures, and agreements

Proficiency with MS Office applications, specifically Excel, Outlook, Word, and Powerpoint

Proficiency with SharePoint, creating webpages, libraries, workflows, and forms

Proficiency with a web content management system

Proficiency with point of sale systems, equipment or program management systems, online calendars, makerspaces, community centers, or fitness centers

Knowledge of University of Washington and Housing & Food Services purchasing systems and procedures, UW Procurement Card procedures

A satisfactory outcome from the employment reference check processes and education verification