Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.S. News & World Report rankings.

Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity. Western's greatest strength is the outstanding students, faculty, staff, and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive. In pursuit of this excellence, individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff, faculty, administration, student, and external constituents. Further, individual employees are expected to have the ability to operationalize sustainability concepts (economic, societal, environmental) into all aspects of performing their job duties.

The Coordinator will work under the general direction and in close collaboration with Academic Program Directors who lead the on-site programs, the transfer student success specialist, who manages the admissions for all multilingual outreach programs, and outreach managers. Strong communication skills as well as the ability to work both as a member of a team and independently are critical to this position.

This is a 12-month, 30 hour/week position. The position is based at the Puget Sound ESD in Renton. Students and faculty are on site Monday through Thursday; the Program Coordinator is expected to be on site on these days. There may be possible opportunities for remote work on Fridays. Anticipated work hours are Monday-Thursday, 1:00-7:00pm; Friday hours are variable. (Hours may flex pending site needs.) Additional evening work may be required as well as occasional travel to other Woodring outreach sites and regional partner districts and colleges.

Position Duties & Responsibilities:

Student Support – 45%

• Organize quarterly course scheduling information for students, including collecting text/material requirements, special directions from instructors, and quarterly calendars; communicate schedule and registration information with students; ensure students are properly registered
• Arrange for course overrides, non-matriculated student registrations, and cross-campus registrations; communicate with respective departments at main campus in submission of student forms 
• Monitor student accounts for financial and other holds preventing registration; communicate with Academic Program Directors regarding registration status as needed
• Routinely monitor reports to ensure students are maintaining program, College, and University-level requirements, including GPA, clearances, outstanding DTA/GUR completion, pre-requisites and mandatory trainings; communicate findings with Academic Program Directors and advise students as appropriate 
• Manage all processes related to student graduation, including communicating application processes with students and entering/monitoring details into Western’s degree evaluation system 
• Communicate with students regarding awarded grants/loans and related requirements as applicable 
• Process and submit e-forms for students who are receiving grant tuition funding; track forms to ensure processed within established timelines 
• Maintain program/student-specific Canvas pages; update as needed to ensure students have access to current program information 

Administrative Duties – 45%

• Secure, manage, and monitor quarterly room assignments at the Renton site, working closely with the Puget Sound ESD team
• Check classrooms daily to ensure rooms are adequately prepped for evening instructors; communicate directly with the on-site ESD team regarding any classroom/technology-related issues
• Send quarterly communications to WWU Renton faculty in preparation for start of each quarter
• Administer quarterly key check-in/out processes with faculty, following guidelines established by the Puget Sound ESD team
• Provide programmatic and administrative support to the respective Academic Program Directors and Department Chairs for off-campus scheduling needs at the Renton site, as needed
• Order office supplies and print/copy orders, submit Marketplace orders, and review transactions
• Collect syllabi from faculty on a quarterly basis
• Place textbook orders for faculty as needed
• Coordinate travel arrangements, and process travel requests via SAP Concur
• Perform data entry into various College and departmental databases
• Support Academic Program Directors grant-related work
• Assist in the routine processing of mentor clock hour forms and mentor stipends
• Support faculty in the quarterly course evaluation process; submit completed evaluations to main campus
• Assist in on-site event planning of new student orientation, graduation celebrations, and other special events
• Process honorariums for guest speakers and reimbursements as needed
• Develop library system for student & faculty book check-out; manage all aspects of system once developed
• Review and update internal and external programmatic materials
• Assist with the development or revision of policies and procedures and communicate with faculty, students, and other stakeholders

Program Marketing & Recruitment – 5%

• Attend regional recruitment fairs to promote the WWU Renton programs
• Meet with local community college advisors to promote the WWU Renton program options
• Attend program arranged info sessions for WWU Renton programs on site and online
• Collaborate with the WWU Renton team in creation and dissemination of marketing materials
• Assist in website maintenance for the WWU Renton programs

Data Collection, Analysis, Research Reporting & Dissemination -5%

• Monitor WWU Renton student data (enrollment, class registrations, cohort lists, field experience) via Woodring Information System (WIS) and Banner
• Prepare quarterly reports for program and College using Argos, Banner, and OnBase
• Create and maintain student files and databases to meet the requirements of specific State and federal reporting criteria

• High school graduation or equivalent
• Two years of clerical experience that includes program administration and academic support
• Demonstrated ability to work effectively and graciously with students, faculty, and staff of diverse backgrounds
• Demonstrated thoroughness and strong attention to detail
• Proven ability to work collaboratively and effectively in a team environment
• Proven ability to manage work priorities across multiple projects and meet specific timelines
• Experience and commitment to working with individuals of diverse backgrounds

• Experience working for a teacher preparation program
• Experience working in satellite locations
• Bilingual
• Bachelor’s degree
• Experience with Drupal or other web-design programs
• Experience with Design Conductor or other marketing design programs

Application materials should address your experience related to the position responsibilities and the required and preferred qualifications.

Please provide names and contact information of three professional references.

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@wwu.edu

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3303 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at vpsa.office@wwu.edu. The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.