Program Specialist 2 at Internal

Position TitleProgram Specialist 2About the UniversityWestern Washington University with over 15000 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 90000 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 has additional sites in Anacortes Bremerton Everett Port Angeles and Poulsbo. Western is recognized nationally for its successes such as being named one of the top public masters-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.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. Westerns 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 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.About the DepartmentWoodring College of Education and the Department of Early Childhood Elementary and Multilingual Education supports Westerns mission which states that together with our students staff and faculty we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. 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.About the PositionThe Program Specialist 2 is a member of a dynamic team focused on student success and in increasing the number of certified educators in the State of Washington. This position plays a significant role in supporting students (undergrad graduate endorsement-only) once admitted into their program of study. Undergrad students are admitted on an annual basis graduate students are admitted every other year and endorsement-only students are admitted on an ongoing quarterly basis. This position serves as the sole on-site staff member and is responsible for coordinating all student service and faculty support aspects of Woodring College of Educations Multilingual Education Community Programsoffered at Westerns site location in Renton WA.The Program Specialist will work in collaboration with Academic Program Directors who lead the on-site programs with the transfer student success specialist who manages the admissions for all multilingual education programming across multiple sites and with the multilingual education outreach manager. Strong communication skills as well as the ability to work both as a member of a team and independently are critical to this position. Additionally this position will assist with tasks specific to Multilingual Education programming across multiple sites including the Bilingual Teaching Fellows Program located in Everett.This is an 11-month 40 hour/week cyclic position. The position is based at the Puget Sound ESD in Renton. Students and faculty are on site Monday through Thursday; the Program Specialist is expected to work on site Monday through Thursday with possible opportunity for remote work on Fridays. Anticipated work hours are Monday-Thursday 9:00-6:00; Friday hours are variable. Tasks pertaining to other site locations will be conducted from the Renton location. Cyclic leave to be taken during August and December. Additional evening work may be required as well as occasional travel to other Western site locations and regional partner districts and colleges.JOB DUTIES45 %- Student Support Serve as the sole on-site staff support for all students enrolled in the teacher education programs at the WWU Renton siteOrganize 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 registeredAdminister processes related to course overrides non-matriculated student registrations and cross-campus registrations; communicate with respective departments at main campus in submission of student formsMonitor student accounts for financial and other holds preventing registration; communicate with Academic Program Directors regarding registration status as neededRoutinely 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 appropriateManage all processes related to student graduation including communicating application processes with students and entering/monitoring details into Westerns degree evaluation systemManage in collaboration with the Universitys Certification Office student clearances; advise students on State policies specific to these requirementsIn collaboration with the program directors develop unique plans of study for students who are out-of-sequence of following a part-time schedule; coordinate quarterly schedules with students and ensure students properly register for courses based on their plans of studyConnect students with appropriate support services offered through main campus (financial aid student business office health center etc.)Communicate with students regarding awarded grants/loans and related requirements as applicableProcess and submit e-forms for students who are receiving grant tuition funding; track forms to ensure processed within established timelinesMaintain program/student-specific Canvas pages; update as needed to ensure students have access to current program information Support testing administration as needed45% - Administrative Duties Secure manage and monitor quarterly room assignments at the Renton site working closely with the Puget Sound ESD teamCheck classrooms daily to ensure rooms are adequately prepped for evening instructors; communicate directly with the on-site ESD team regarding any classroom/technology-related issuesSend quarterly communications to WWU Renton faculty in preparation for start of each quarterAdminister quarterly key check-in/out processes with faculty following guidelines established by the Puget Sound ESD teamOrient and onboard new faculty who are teaching at the WWU Renton siteProvide programmatic and administrative support to the respective Academic Program Directors and Department Chairs for off-campus scheduling needs at the Renton site as neededOrder office supplies and print/copy orders submit Marketplace orders and review transactionsCollect syllabi from faculty on a quarterly basis; place textbook orders for faculty as neededInitiate travel requests and mileage reimbursement expenses for faculty who are teaching across multiple site locationsServe as liaison to Woodring Certification Office & Woodring Admissions; communicate information with applicable Woodring staff and students pertaining to clearances content testing and pre-practicum trainings (i.e. blood-borne pathogens and sexual harassment prevention); ensure students have up-to-date informationPerform data entry into various College and departmental databasesSupport Academic Program Directors with grant-related workProcess clock hour forms and stipend payments for mentor teachersSupport faculty in the quarterly course evaluation process; submit completed evaluations to main campusAssist in on-site event planning of new student orientation graduation celebrations and other special eventsProcess honorariums for guest speakers and reimbursements as neededDevelop library system for student & faculty book check-out; manage all aspects of check-out systemReview and update internal and external programmatic materialsAssist with the development or revision of policies and procedures and communicate with faculty students and other stakeholders 5% - Program Marketing & Recruitment In coordination with the Renton recruitment team attend regional recruitment fairs to promote the WWU Renton programs and arranged information sessionsCreate and maintain program marketing materialsAssist in website maintenance for the WWU Renton programs 5% - Data Collection Analysis Research Reporting & Dissemination Monitor WWU Renton student data (enrollment class registrations cohort lists field experience) via Woodring Information System (WIS) and BannerPrepare quarterly reports for program and College using Argos Banner and OnBaseCreate and maintain student files and databases to meet the requirements of specific State and federal reporting criteriaRequired QualificationsAssociates degree or higher or equivalent education/experienceTwo years of clerical experience that includes direct program coordination and management of administrative tasksProficiency with data management systems including but not limited to Microsoft ExcelDemonstrated ability to work effectively and graciously with students faculty and staff of diverse backgroundsDemonstrated thoroughness and strong attention to detailAbility to interpret and navigate State- and University-level policiesExperience in working independently as well as in a team environmentProven ability to manage work priorities across multiple projects and meet specific timelinesAbility to work on-site at WWU RentonPreferred QualificationsBachelors degreeExperience working in higher education especially in non-main campus locationsExperience working as staff support for a teacher preparation programBilingualExperience with Drupal or other web-design programsExperience with Canva or other marketing design programsExperience troubleshooting basic computer and technology issuesConditions of EmploymentAll employees must comply with our Immunization policies including Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.Salary$4216 - $5666/month depending on qualifications and experienceBenefits InformationBenefits Overview for Classified PositionsBargaining UnitThis position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.Application InstructionsApplication 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.Closing Date NotesPosition open to PSE DCA and permanent WWU employees (including project-employees); position closes 12/08/2025 at 11:55 pm. PSE candidates will receive priority consideration.Western Washington University (WWU) is an equal opportunity compliance with applicable laws WWU does not discriminate on the basis of race ethnicity color national origin age citizenship or immigration status pregnancy use of protective leave genetic status sex sexual orientation gender identity gender expression marital status creed religion veteran or military status disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability or any other characteristic protected by federal state or local law in its programs or activities including employment admissions and educational programs. See WWUs Policies onProhibiting Discrimination Based on A Protected Class and Prohibiting Discrimination Based on Sex. 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);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 contactHuman Resources Disability Services 360.650.3751 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 Westerns 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 Student Life 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 which includes a sexual misconduct background check.Required Experience:IC Key Skills Project Management Methodology,Project / Program Management,Program Management,Management Experience,Microsoft Powerpoint,Project Management,Microsoft Project,Budgeting,DoD Experience,Leadership Experience,Supervising Experience,Contracts Employment Type : Full-Time Experience: years Vacancy: 1 Monthly Salary Salary: 4216 - 5666