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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years.The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.Position Purpose:This position has oversight of the Registrar's Office administrative and operational functions and is primarily focused on the provision of direct student service and insuring that processes and policies are clear, consistent, fair and equitable.This position supervises two Program Coordinators who provide direct service to students at the front desk, via in-person, telephone calls and email communications, setting the tone for excellence in customer service. The position will review and improve our paper and online forms, with regular review in collaboration with the two other UW campuses. This position has responsibility for the annual records archiving project and serves as the point of contact for our campus with the University Records Center. This role also serves as the ID Card system point of contact within campus, participates in the tri-campus Husky Card Advisory committee and is a liaison to campus IT and our ID card system vendor.Position Complexities:This position must have breadth in understanding the University of Washington Tacoma, its staff, local and university policies and available resources in order to provide the best service possible to current and prospective students and their families. Understand the complexities of providing excellent customer service in a higher education environment, and that customer service is a factor in student satisfaction and retention. Ensure compliance with university and state regulations related to registration policies involving tuition exemption. Access program for seniors and fee-based enrollment eligibility and limitations in service. Works with Institutional Research to reconcile enrollment of special programs for quarterly census reporting purposes. Must continually review forms, websites, and policies for clarity and improvement. As the point of contact for Husky Card services, this position is involved with IT, UW Seattle Husky card office, ID system vendor and Student Transitions & Success to coordinate services to students during new student programs.Position Dimensions and Impact to the University:This position must be dedicated to excellent student services, which has been shown to affect student satisfaction and retention, with student retention being critical for our campus. This position has a very wide reach, with responsibility for overseeing responses to over 5,000 email messages each year, and serving 5,000 students in-person at the front desk. This position also has responsibility for collaborating with other offices within the department to develop standards and ensure consistency in providing excellent service to students.DUTIES & RESPONSIBILITIES:30% Supervision of Registrar's Office Front DeskSupervise Program Coordinators whose primary function is staffing the front desk during open office hours and providing excellent direct student service by answering general questions and referring students to appropriate resources. Compiles monthly and quarterly registration counts and statistical reports. Provides oversight of office check-in system and analysis and reporting of information. Responsible for hiring, training, assigning work, evaluating performance and recommending corrective action as needed.20% Oversight of Departmental Email AccountProvides oversight of the centralized email requests from internal and external sources (over 5,000 emails responded to each year). Ensures that the Program Coordinators' who have primary responsibility for this daily task, are responding to students in a timely way, with complete and accurate information, and the responses are in a professional manner best representing the Registrar's Office. Keeps monthly, quarterly and annual statistical information on student services and provides reports to campus stakeholders.20% Records Officer for the Registrar's OfficeCollaborates with others on campus to insure record keeping best practices and serves as a point of contact with the UW Records Office for records retention compliance. Responsible for records retention schedule and archiving activities for the office. Supervision and direction of student employees who support this function.10% Special Registration ProgramsServes as the point of contact for all special registration programs, insuring systems are set up, students are eligible based on program policies, and enrollment reporting is in compliance. Special registration programs include: tuition exemption, Access registration for seniors, fee-based program registration, and nursing partnerships.Tuition exemption program - requires gathering forms processed by the Program Coordinators, completing a report for Schools in advance of registration and follow up with Registrar and Institutional Research for Census Day reportingAccess Registration - requires assisting Program Coordinators with in-person registrationFee-based program - requires coordinating registration with academic advisors, insuring program set up is correct with Registrar staff and follow up with Financial Aid as neededFacilitate returning status for established nursing partnerships with local community colleges in close collaboration with our School of Nursing10% ID Card SystemServes as the point of contact for ID card system, participates in tri-campus Husky Card committee representing the UW Tacoma campus. Liaison with IT and the ID card vendor. Provides support to, and staff scheduling for, new student orientations and programs.5% Applications ProcessingInsures that Program Coordinators involved with the applications processing for non-matriculated and returning students are processed in a timely way; serves as a back-up as needed or in times of high volume of applications.5% Administrative SupportProvides administrative support to Registrar as needed, which might involve scheduling meetings and drafting correspondence.Supervisory Responsibilities:Supervises two Program Coordinators and student workers. Responsible for full range of supervisory duties, to include hiring, training, assigning and checking work, managing and evaluating performance, and recommending corrective action as needed.REQUIRED:Bachelor's degree in Business, Communications, Public Administration or related field.Two to three years experience:Three years of experience with direct student service within higher education, to include management of records in an enrollment services officeExperience working with a diverse student populationExcellent written and verbal communication skills, with demonstrated success in writing clear and effective reportsExperience with design and creation of formsAble to interpret, analyze and apply rules, regulations and policiesStrong organizational skills to maintain accuracy in a variety of work responsibilitiesAble to maintain confidentiality of student recordsExperience with and understanding of higher education student and software systemsProficiency in performing complex functions using MS Office (Word, Excel, Powerpoint, Access), to include database managementEquivalent education/experience will substitute for all minimum qualifications except where there are legal requirements, such as a license/certification/registration.DESIRED:Experience in a Registrar's Office; Understanding of and experience with Student Database (SDB)Application Process: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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.