Jobs at Western

Program Coordinator

Apply now Work type: Permanent Full Time
Location: Poulsbo, WA
Categories: Huxley College of the Environment

Position Title Program Coordinator - Poulsbo
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. While its home campus is located in Bellingham, Washington, WWU on the Peninsulas is located on the Olympic College campus in Poulsbo in order to better serve the Kitsap and Olympic Peninsulas. WWU on the Peninsulas provides a distinctive Western experience in programs tied to the unique strengths and needs of the communities west of Puget Sound.  We respect and serve a broad spectrum of learners in high-quality degree and non-degree programs that are multidisciplinary, flexible, and rigorous.  We foster mentorship, collaboration, and equity through education.
About the Department

Outreach and Continuing 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.

Outreach and Continuing 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.

Outreach and Continuing 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

This position is located at the Western Washington University Center at Olympic College in Poulsbo, Washington. This position supports WWU’s Environmental, and Business and Sustainability bachelor degree programs offered on the Peninsulas (Kitsap/Olympic) and Everett. Responsibilities include multiple-campus travel for recruitment activities, advising services to current and prospective program students, and coordination of student support services. This position also supports the faculty and adjunct faculty associated with the programs and collaborates with other Western team members to support the promotion of Western’s programs in the Puget Sound Region.

Program Administrative Support

Tasks include:

  • Meet regularly with partner and feeder community colleges, advising staff about program updates, information and print collateral needs to assist with advising prospective students, and to address any questions/concerns.
  • Coordinate and schedule class presentations at partner/feeder community colleges to promote programs
  • Coordinate and schedule meetings with appropriate partner/feeder community college faculty and academic program director(s)
  • Plan and execute events such as orientations, open houses, info sessions, advising sessions, student events, and recruiting events
  • Ensure accuracy of course information in WWU registration system
  • Coordinate computer access for WWU students and faculty on partner campuses
  • Update Canvas sites with current student forms, policies and changes
  • Ensure ITV (Interactive TV) connections are working at three site locations and coordinate with IT technician for support needs
  • Coordinate classroom assignments through appropriate staff and scheduling software systems
  • Review marketing materials and web sites for accuracy.
  • Coordinate with academic program directors, academic departments, student support units and Extended Education units to ensure policies and procedures are consistently followed.

Academic and Student Support

Tasks include:

  • Provide pre-program advising of prospective program students
  • Create and maintain current student records (physical and electronic files)
  • Review and provide detailed quarterly reports on student progress
  • Complete and submit program student graduation applications for final review by Registrar’s Office
  • Handle registration questions and issues for students and faculty
  • Provide interface between program students and WWU-Bellingham and/or partner college student support services
  • Coordinate program admissions with academic program director(s) and WWU Admissions Office
  • Coordinate the planning of the annual schedule and quarterly class schedules with direction from academic program director(s)
  • Complete and submit academic planning schedule in coordination with academic program director(s)
  • Liaison with EE and WWU main campus support units (eg Office of the Registrar, Financial Aid, Veteran’s Services, etc)
  • Work with WWU Veteran’s Office to process VA paperwork; including coordination between partner colleges and WWU when students are attending both institutions
  • Coordinate student registration and financial aid across campuses and colleges with appropriate student support offices
  • Assist with advising for current program students in coordination with academic program director(s)
  • Coordinate support services for Veterans and Active Duty Military students

Faculty Support

Tasks include:

  • Assist with the recruitment and hiring of adjunct faculty and maintain faculty vacancy pool.
  • In cooperation with academic program director(s) coordinate internships for program students
  • Coordinate and assist with processing of faculty/student/grad student travel expenses
  • Assist with program special events and other faculty-led events
  • Assist faculty in making community connections
  • Assist faculty in responding to questions about the vacancy pool
  • Coordinate with IT Technician for classrooms and meeting rooms that require ITV or other technology
  • Coordinate course supplies and materials ordering for faculty
  • For adjunct faculty: 
  • Coordinate the completion of hiring documents and employment contracts
  • Provide/coordinate orientation to campus/classroom (Web4U, ITV, WWU email accounts, parking, Partner College IT access, etc.)
  • Provide referrals to appropriate WWU office when faculty member or a student has a grievance, cheating is suspected or other academic policy issues arise with guidance from academic program director(s)
  • Provide CANVAS support with assistance from IT tech staff
  • Provide training and support on office equipment, policies and procedures
  • Coordinate temporary office space for adjunct faculty
  • Provide support with information and reminders about grading policies and deadlines
  • Point of contact for adjunct faculty

Student Recruitment Support

Tasks include:

  • Plan and coordinate with other WWU program staff participation in recruiting events at regional community colleges, high schools and at a variety of public events.  This involves travel around the peninsulas and Everett region and requires evening and, occasional, weekend work.
  • Create and maintain prospective student list/records (physical and electronic files).
  • Track and assist students’ progress throughout recruitment process (admissions, financial aid, etc.)
  • Other duties as assigned pertaining to new recruitment strategies


Required Qualifications
  • AA degree and two years of work experience in a professional office environment OR equivalent educational experience
  • Excellent verbal and written communication skills
  • Demonstrated ability to work effectively with diverse populations
  • Demonstrated ability to work independently
  • Demonstrated creativity, flexibility and perseverance in a fast-paced environment
  • Demonstrated ability to organize, plan and prioritize tasks and work assignments to meet deadlines and timelines
  • Valid driver’s license and reliable transportation
  • Ability to travel
  • Ability to work some weekends and evenings
  • Experience working with Microsoft Office Suite or similar office applications


Preferred Qualifications
  • Bachelor’s degree
  • Two years’ experience in higher education
  • Familiarity with FERPA regulations
  • Familiarity with the challenges faced by non-traditional students
  • Experience working as part of a multidisciplinary team
  • Experience working with Banner, BI Query


Salary New hires typically start at $3272 month including an excellent benefits package
Bargaining Unit This position is part of bargaining unit D and is covered by the collective bargaining agreement with 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 11/24/2019 at 11:55 pm

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 at 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.

Job no: 497405
Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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