Program Support Supervisor, Student Union and Activities

Job Summary

This position shall provide administrative advisement, leadership, budget, and program and space management to 2 program areas including University Scheduling Services and the Student Union Information Center. This position oversees and supervises, two (2) full-time Scheduling Coordinators and up to seven (7) Student Staff. This position works within a framework emphasizing out-of-class learning opportunities for students through extra and co-curricular programs and services with a continuing commitment to social development, education, leadership development and diversity. All employees are expected to support CWU’s commitment to diversity and to bring and support inclusion into the university environment.

Job Duties

Program Management:

- Manages the daily operational oversight of the two essential program areas, which include the University Scheduling Center and Information Center;

- Interprets, advises, and implements the CWU Facilities Use policies and procedures for the University Scheduling Center and the University’s Advertisement Sign Posting policy for the Information Center;

- Communicate effectively with general public through phone, email, virtual and web space to provide most up-to-date information and address all inquiries;

- Schedule employees work schedules;

- Supports across campus units and external relationships by offering services that meet the needs of our clients;

- Oversee the performance of complex scheduling including prioritizing needs of program clients and recommend alternative courses of action when needed;

- Develops and establishes procedures for University Scheduling Center and the Information Center;

- Oversee the maintenance, appearance, and operational functions of 25 Live software system, working with technical support staff when necessary

Program Budgets:

- Prepares budget requests University Scheduling for department head approval, provide information; reviews income and expenses, budget status reports, and advises department head of financial status of programs;

- Manages operation budget for University Scheduling;

- Interpret and apply various fiscal policies and procedures; Ensure mechanism(s) are in place for internal control; Exercise independent judgment to solve problems and make fiscal decisions thru proper university approval processes.

- Review and verify fiscal reports for accuracy; investigate and correct errors to ensure compliance with established procedures and policies;

- Prepare, audit, verify and process documents such as purchase requisitions, invoices, receipts, payroll forms, and bank deposit verifications.

Supervisor Duties:

- Actively engages in recruitment and hiring of (2 FTE) Program Coordinator’s in University Scheduling and seven (7) student staff in the Information Center and University Scheduling;

- Clearly defines performance expectations, ensure accountability, and provides ongoing informal feedback, coaching, and mentoring. Conducts formal performance evaluations;

- Ensures employees have necessary resources;

- Oversees and directs the work of staff; serves as mentor, coach, and leader, and resolves complaints or issues;

- Promotes professional development opportunities;

- Develops and fosters supportive working relationships, motivation, and engagement;

- Communicates information to staff on an ongoing basis to influence staff engagement and to be a part of a larger community;

- Takes corrective action in a timely manner;

- Recognizes and rewards employees for good performance;

- Schedules employee work hours/shifts; monitor hours worked; approve payable time and absence requests;

- Adjusts leadership style as needed to achieve results;

- Recognizes value of and promotes diverse workforce. Values and encourages diverse perspectives, creativity, and teamwork.

- Other duties as assigned

Minimum Qualifications

A Bachelor’s degree in Business, Public Administration, Hospitality, or related field AND 1 year professional experience in the field or 3 years of responsible supervisory and/or administrative experience in the related field (hospitality industry, event and/or program management, etc.).

Demonstrated work experience providing excellent customer service to a diverse variety of clients.

Experience as an administrative support in a fast-paced office that demonstrates the ability to:

Use MS Word to generate documents, letters, and other correspondence.

Use MS Excel to create and maintain spreadsheets.

Use MS Power Point to produce slides and presentations.

Use multi-line telephones including virtual call programs

Use email program such as Outlook to send and receive email and schedule appointments.

Demonstrated excellent written and verbal communication skills, including the ability to successfully communicate with the public, other employees, and vendors with a positive attitude

Proven job reliability, diligence, and dedication

Demonstrated ability and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds, and experiences.

Detail oriented.

Ability to work both independently and as a team under pressure to meet projects schedule.

OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

Degree in Business, Public Administration, Hospitality, or related field.

Experience working with data-based scheduling software such as 25 Live.

Experience Supervising and leading other employees.

Experience working in Higher Education setting.

Project management experience.

Demonstrated participation in programs designed to promote inclusion.

Life experiences that demonstrate an ability to contribute to CWU‘s commitment to inclusion and diversity.

Potential to mentor and educate students who will serve diverse populations.

Competencies

Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.

Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.

Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.

Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.

Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.

Pay, Benefits, & Work Schedule

Salary: $3,446 /month with periodic increases up to $4,509 /month

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch)

Working Conditions: Work is performed in an office setting with frequent in-person and phone interactions. It is essential to be able to meet the physical demands of sitting for prolonged periods at a desk/computer workstation, using repetitive arm, hand, and finger movements. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Working hours and schedules are flexible dependent on program needs, with some evening/weekend/holiday work being required and occasional travel.

Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: https://www.cwu.edu/hr/benefits

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.

How To Apply

To apply for this position, please navigate to https://careers.cwu.edu and search for Job ID# 4082.

Screening Begins: June 9, 2021

Priority will be given to applications received by the screening date. Incomplete applications will not be considered.

CWU is an EEO/AA/Title IX/Veteran/Disability Employer.