PROGRAM ASSISTANT (OSAA Office) - University of Washington

Req #: 240998 Department: SCHOOL OF NURSING Posting Date: 12/16/2024 Closing Info: Closes On 12/30/2024 Salary: $3,492 - $4,428 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908\_a11y.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 School of Nursing has an outstanding opportunity for a Program Assistant (NE S SEIU 925 Non Supv) to join their team.** The Program Assistant position will coordinate reception, manage office logistics, and answer routine questions regarding SoN programs for the Office of the Dean, Office of Student and Academic Affairs (OSAA). This position handles a high volume of phone calls from external and internal sources, as well as a high volume of traffic from students enrolled in academic programs, prospective applicants, all visitors, and appointments for the Dean's office and the Office of Advancement. This position will be supervised by the Undergraduate Admissions Specialist. **DUTIES AND RESPONSIBILITIES** Student and Academic Services support (30%): + Answer basic questions regarding SoN degree programs (BSN, ABSN, MS, DNP, PhD). Triage all calls to the appropriate Student and Academic Services staff or other School of Nursing community members. + Check the asknursing@uw.eduemail and uwnursecamp@uw.edu email inboxes and respond to any inquiries. + Manage the opening and closing of the office and ensure coverage at the reception desk for breaks and any absences. + Work on long- and short-term projects, word processing, PowerPoint presentations (including graphics), proofread and print documents (letters, forms, envelopes, labels, index tabs, etc.) for the OSAA team. When necessary, photocopy and collate material. Sort and file documents as needed, maintaining files and records. + Organize reception desk coverage during admissions with extra personnel to answer phone lines and process applications. + Assist with data entry of applications to support application review and coordinate mailings of admissions decisions. + Maintain monthly OSAA calendar and conference room calendars. + Assist with calculating GPA's for applicants applying to both undergraduate and graduate programs offered at the School of Nursing. + Manage assigning student lockers to current students and coordinating clear-out upon graduation. Track changes and manage waitlist in excel sheets, make updates and send communication emails when needed. + Work closely with the Undergraduate Admissions Specialist Supervisor to cover all office operations and reception area functions. + Oversee the student file system delegating the filing and organizing to student assistants. Check the files periodically to ensure students are following through with updating and maintaining them. Maintaining shredding schedule for records retention with Director of Admissions & Student Diversity. + Assist with administrative tasks delegated by other OSAA members such as transferring digital student finals into appropriate folders, organizing scholarship offers, assisting with admission processes and other projects when needed.Office of the Dean / Office of Student and Academic Affairs: Reception and Daily Tasks (25%): + Answer all general inquiries via phone or in person, including directing calls to the appropriate personnel. + Greet all visitors to the office, and answer inquiries or direct to the appropriate personnel within the Office of the Dean. + Maintain the reception desk, lobby, copier, fax machines, and supply areas in a professional and attractive manner. + Notify appropriate departments that packages have arrived and need to be picked up within 24 hours if needed. + Manage all incoming mail and faxes. Ensure that all staff members and faculty executives have mailboxes, and that mail is distributed on the same day. + Coordinate reservations of conference rooms for routine meetings and understand/be available to assist with conference room technology solutions in T.332. + Maintain and update reception desk materials (office phone lists, organization charts, etc). + Coordinate organization and of all common areas on 3rd Floor.School Committee and Administrative support (20%): + Assistance proofing course change forms, new course forms, any programmatic change memos that need to be sent for Campus review. + Assistance with scheduling and planning events. + Student handbook development/maintenance. + Assistance with logistics of accreditation (printing any documents necessary, being available to help guests find proper rooms and other tasks to ensure smooth operation during visits. (work with Executive Assistant and Associate Dean of OSAA). + Other duties as assigned.Nurse Camp Administrative Support (15%): + Manage nurse camp applications - processing application material and filing into student files. + Communicate with prospective applicants and oversee the uwnursecamp email and address any questions. + Assist with pre-planning such as reserving rooms, transportation and ordering food. + Assist with daily tasks during the week of Nurse Camp, such as set up, coordination of volunteers and food deliveries, clean up and provide any back up support when needed. + Help with other administrative tasks delegated by staff and the Co-Director of Nurse Camp. + Complete data request for past Nurse Camp statistics.Project and Special Events Support (10%): + Participate in planning and coordination of SoN convocation, orientation, pining ceremonies and other School events. Help organize and oversee Dean Luncheon functions with students. + Assist with printing name cards, signs and other printed material needed for events. + Assist and participate in BIPOC Student coordination in coordination with the Director of Admissions and Student Diversity. **MINIMUM REQUIREMENTS** + High school graduation or equivalent AND two years of clerical experience OR equivalent education/experience. **DESIRED REQUIREMENTS** + Experience working in a customer service/end-user driven work environment. + Experience working as a receptionist or front desk position, or equivalent. + Experience in a high education system. + Microsoft Office experience: including intermediate experience with Word and Excel. + Maintain a positive and engaged approach to students, colleagues, and the public. **CONDITIONS OF EMPLOYMENT** + A set schedule of in-person, 8am-5pm, Monday-Friday, has been established for this position. At times of high productivity and/or events, evening, early morning, or weekends may be asked of this position to meet the school's needs. **______________________________________________________________** 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.