Program Coordinator, Graduate Studies in Education

at  Whitworth University

POSITION SUMMARY

Are you passionate about creating an organized and supportive environment for academic excellence? Join our community at Whitworth University as the Program Coordinator, Graduate Studies in Education! In this vital role, you’ll be at the heart of our GSE office, ensuring smooth operations and contributing to the success of our graduate programs.
You will establish and maintain office procedures, oversee inventory and supply management, and provide essential support to our dedicated faculty and staff. You’ll also play a key role in budget tracking, supervising student workers, and welcoming new team members. Your contributions will extend to organizing important meetings, supporting advisory boards, and coordinating a variety of impactful events, including graduations and standardized exams.

QUALIFICATIONS, SKILLS, AND ABILITIES

Education and Experience

• Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• Work experience that matches the responsibilities of the position.
• University experience desirable.

Whitworth Values

• A personal commitment to the Christian faith and to the integration of faith and learning.
• Demonstrated growth in cultural competence, awareness of societal and structural inequities, and proven experience in effectively establishing relationships and positive communications with students and other constituents across multiple dimensions of diversity including, but not limited to, race, gender, varying abilities, nationality, sexual orientation, gender identity, class or religious perspectives.
• A commitment to the educational mission of Whitworth University as a comprehensive Christian liberal arts university affiliated with the Presbyterian Church.

Knowledge, Skills, and Abilities

• Knowledge of current academic, business, and administrative practices and procedures.
• Effective organizational, analytical, verbal, and written (grammar, punctuation, proofreading) communication and interpersonal skills.
• Demonstrated ability to work collaboratively with a wide array of constituents.
• The ability to multi-task and perform a wide variety of tasks with minimal supervision and multiple interruptions.
• Ability to supervise student employees.
• Ability to work with confidential information.
• Willingness and ability to learn new tasks and new computer programs.
• Ability to plan and schedule events.
• Demonstrated proficiency with Microsoft 365, and Adobe.

Administrative Support | 30%

• Establish and maintain standard office procedures in collaboration with the dean’s office and program directors.
• Maintain familiarity with GSE office and university functions, policies, and procedures.
• Oversee inventory management and reordering of office supplies and GSE branded materials, coordinating with marketing and communications as needed.
• Attend GSE meetings and implement technology systems to streamline office operations.
• Provide administrative support, including communication management and follow-up on departmental activities.
• Coordinate facilities work orders.
• Assist with onboarding new GSE employees.
• Provide backup coverage for the GSE front desk and serve as a backup Building Monitor for Dixon Hall.

Supervisory Duties and Fiscal Support | 30%

• Hire, train, and supervise student workers; coordinate employment process, including entry of work authorizations, management of timecards, notices, etc.
• Monitor, track, and forecast departmental and program budgets; advise on purchasing decisions.
• Monitor all GSE budget accounts in coordination with GSE program directors, regularly reporting updates to the Whitworth University business office, GSE program directors, and the dean’s office.

General Office Support | 25%

• Coordinate meetings for GSE groups, including directors, counseling team, staff, diversity committee, and others as needed.
• Assist with minute-taking during GSE meetings.
• Support graduate program advisory boards by scheduling meetings, reserving rooms, handling communications, and taking minutes as necessary.
• Assist in organizing GSE orientations, gatherings, and graduate commencement, including managing graduation materials and preparing documents.
• Provide support to GSE faculty, including adjuncts, with tasks such as syllabi review, textbook orders, and course material procurement.
• Manage GSE course syllabi procedures and collection each term.
• Coordinate practicum and internship packets for the School Counseling program and other relevant programs.
• Organize arrangements for review boards, research projects, curriculum presentations, and other student presentations.
• Assist with arrangements for yearly standardized exams for GSE students and off-site participants.
• Collect exit project data for select programs.
• Manage stipend and honorarium payments for practicum/internship supervisors, review board participants, guest speakers, and contractors.
• Assist with course catalog updates.
• Collaborate with staff at Tacoma Hall and campus personnel to support student issues and events.

Specialized Functions | 10%

• Coordinate arrangements for events, forums, institutes, camps, graduation receptions, and other events as needed including rooms reservations, ordering food, supplies, and branded items, thank you gifts, etc.
• Prepare drafts of flyers, handouts, and other print materials for GSE events working in conjunction with the university marketing and communications office as required.
• Assist with event registration and record keeping as requested.
• Assist with graduate commencement under the direction of the registrar’s office.
• Coordinate payments and budget tracking for GSE events.

Other | 5%

• Assist with CAS projects
• Perform other related duties as assigned.