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Program Specialist 2

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: Academic Affairs

Position Title Program Specialist 2
About the University Western Washington University, with over 15,000 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 83,000 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 2017 U.S. News & World Report rankings.
About the Department

Extended Education at Western Washington University expands and diversifies Western’s offerings throughout Puget Sound, the state of Washington, and globally to provide learning options for the contemporary student.

Extended Education connects learners of all ages to the Western Experience through collaboration with colleges, departments and the community, linking university resources with educational needs and opportunities both on and off campus.

Extended Education supports Western’s mission to bring together individuals of diverse backgrounds and perspectives in an inclusive, student-centered university that develops the potential of learners and the well-being of communities. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.

For more information on Extended Education, please visit our website.

About the Position

Youth Programs introduces youth to the Western experience. Program participants are unique audience minors under the law, on a college campus. Child on Campus policies and procedures, to protect children while participating in programs, are strictly practiced at all times. Under general supervision of Extended Education (EE) Manager of Youth Programs and support from EE’s administrative and financial units, the position is responsible for developing, planning, implementing, administering, monitoring, and tracking programmatic and budgetary processes for a variety of non-credit, self-sustaining programs for youth, grade K-12 to support the University’s mission of community outreach. Currently, Youth Programs offers 17 distinct programs during the summer and 16 during the academic year. Enrollment is approximately 1,900 students throughout the academic year and summer. 

Program Administration

  • Oversee pre- and post- planning, registration services, implementation, and delivery of each program, staffing, and 24/7 emergency response.
  • Provide information and technical assistance to program participants, campus staff/faculty, and community regarding individual program content; interpreting and implementing program and university policies, in accordance with WWU, state and federal regulations.
  • Resolve issues and problems that arise for staff, clients, participants, and service providers adhering to University and program policies.
  • Develop, create, and implement systems, timelines and develop processes to streamline workflow that aligns with university policies and procedures and meet the needs of clients and services providers.
  • Meet regularly with clients and service providers to ensure quality and implementation of each program.
  • Collaborate with Marketing Unit to develop marketing strategies and initiatives to target the appropriate audience for each Youth Program.
  • Develop and gives public presentations for community organizations and agencies as the representative/liaison of WWU Youth Programs.
  • Propose and implement fundraising initiatives and campaigns for the Youth Program foundation fund.
  • Review and approve youth scholarship applications for local programs.

Staff Training and Supervision

  • Supervise and manage non-permanent program support staff including Non-Tenure Track Faculty, Tenured Track Faculty, Student Staff, and Temporary Staff (150 total non- permanent staff throughout the academic year and summer) to ensure quality control and meet goals and objectives of each individual program.
  • Develop specific training for Resident Advisor (RA) staffing regarding supervision of minors, overnight emergency procedures and student issues.
  • Advise with lesson development to ensure appropriate challenge level for participants and to meet appropriate pedagogy standards.
  • Develop training manuals and online resources for staff as reference regarding university policies and procedures.
  • Provide training to faculty, student staff, and volunteers on safety measure while working with minors and Youth Program protocols.
  • Approve student staff hours.

Organizational and Fiscal Management

  • Prioritize projects and direct assignments and workflow.
  • Under guidance from the Youth Program Manager, manage and monitor specific program budgets; projecting revenue and expenses to meet individual program outcomes and updating and/or modifying existing program budgets annually.
  • Under guidance from the Youth Program Manager, reconcile program/event budgets for Youth Programs; including negotiating with support services and costs in accordance to client/program contracts; tracking the full execution of all client contracts.
  • Initiate and facilitate with other Extended Education units the implementation of registration and course services, contracts, invoicing, payments, and other fiscal and administrative details related to Youth Programs.
  • In collaboration with Marketing Unit, draft, edit, and proofread written content for each individual program for promotional collateral; including web site and print materials for various publications.
  • Confirm departmental approval and routing of “Course Setup” e-sign forms.
  • Track and review Purchase Card purchases.
  • Manage archiving and file storage for Youth Programs.
  • Confirm fund transfers for campus partners as described on MOUs.
  • Advise and support off-site locations in Anacortes and Poulsbo Youth Program staff in implementation of Programs in accordance to policies and procedures for WWU, state and federal policies relating to Youth Programs.
  • Analyze enrollment and program goals to provide reports and suggestion for marketing and programmatic changes.

Policy Implementation

  • Interpret, implement, and evaluate policies related to programming for students under age 18 years old in accordance with national, State and University policies to ensure integrity of programs.
  • Understand, interpret, and implement University policies and procedures related to fundraising.
  • Assist Youth Program Manager in Collaborating with Risk Management, Equal Opportunity Office, Child Protective Services, and University Police as needed.

Other Duties as Assigned

  • Committee work as required
  • Assist with departmental meetings
Required Qualifications
  • Bachelor's degree
  • At least two years’ program administration experience including planning, implementation and assessment
  • Demonstrated ability to collaboratively strategize, plan, direct, and lead large meeting and event activities
  • At least two years’ supervisory experience
  • Demonstrated experience developing, managing, and reconciling budgets
  • Excellent interpersonal, organizational, writing and communication skills
  • Effective multi-tasking, priority-setting and ability to work in a fast-paced environment
  • Highly efficient in time management and ability to meet deadlines under pressure
  • Ability to problem solve independently
  • At least two years’ experience in Microsoft Office Suite (Outlook, Powerpoint, Word and Excel)
  • Cultural sensitivity, ability to work effectively in intercultural environments
  • Demonstrated experience providing excellent customer service
  • Ability to work a flexible schedule with occasional evening and weekend assignments
  • Valid driver's license
  • Ability to lift tables, chairs, and other equipment up to 40 pounds
Preferred Qualifications
  • Experience working with K-12 Youth
  • Knowledge and employment experience in a higher education setting
  • Experience with international student populations
  • Experience working with Millennium FAST Finance 
  • Knowledge and demonstrated ability to use Facebook and other social media to engage with external clients
  • Demonstrated experience with enterprise-wide database and collaboration/project management software such as Smartsheet
  • Demonstrated experience with program assessment, working with survey tools such as Qualtrics or Survey Monkey, and with data analysis
  • Demonstrated experience working with Marketing team on promotional materials and marketing campaigns
Salary New hires typically start at $3,420/month including an excellent benefits package
Bargaining Unit This position is part of bargaining unit PTE and is covered by the collective bargaining agreement with the Public School Employees 
Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.

Please include the names and contact information of three professional references.

Closing Date Notes Position closes 11/16/2018

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 Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

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, 360.650.3774 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. The report can be found at

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.

Job no: 496234
Advertised: Pacific Daylight Time
Applications close: Pacific Standard Time

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