Program Operations Specialist - Student Affairs

Job Description

The School of Nursing has an outstanding opportunity for Program Operations Specialist – Student Affairs to join their team.

Position Description

Reporting to the Program Administrator, The Office of Student and Academic Affairs (OSAA) within the University of Washington School of Nursing is seeking a Program Operations Specialist to administer operational programs, systems, and processes supporting the School’s student affairs and academic program functions. Reporting to the OSAA Administrator, this position manages assigned program operations across student affairs, centralized communications and service systems, academic program coordination, and records management. The position regularly performs professional-level program administration and management of a non-routine nature that requires independent judgment and decision making, and it holds substantial responsibility for the success of OSAA’s student program operations.

The Program Operations Specialist develops, administers, and improves the operational infrastructure through which OSAA delivers programs and services. Responsibilities include developing and maintaining workflows and procedures; coordinating activities across functional areas; administering centralized communication and information-management systems; monitoring and analyzing operational activity; managing records and documentation; and coordinating implementation of academic and student programs.

The position works closely with Admissions, Advising and Student Success, academic program leadership, and other School and University partners to ensure operational processes are coordinated, documented, sustainable, and responsive to organizational needs. The position exercises independent judgment in administering assigned programs and systems, resolving operational issues, identifying appropriate escalation pathways, and recommending and implementing process improvements. The position is accountable for the quality, efficiency, and results of assigned programs and systems, and it establishes the methods, procedures, timelines, and resource plans needed to meet program objectives.

Key Responsibilities

Student & Program Operations (50%):

• Serve as the first point of contact for prospective students, drawing on comprehensive knowledge of School of Nursing programs and admissions processes to respond to routine and non-routine inquiries; exercise independent judgment in providing guidance on program fit, admissions requirements, and application materials, and refer individualized admissions determinations to the Admissions team.
• Administer admissions-related operational processes across undergraduate and graduate programs in partnership with the Admissions team, including application-cycle workflows, tracking, documentation, and communications.
• Manage IPE tracking processes, including student records, completion tracking, and reporting.
• Manage PhD Carrel and student lockers processes, including request/release forms and regular audits in accordance with Health Sciences Building Management policies and procedures.
• Administer Nurse Camp program operations, including application and registration processes, participant communications, scheduling, logistics, coordination with School and University partners, and ongoing evaluation and improvement of program procedures.
• Plan, manage, and evaluate assigned student programs and events, including PhD Scholarship Day, PhD Mixer, student orientation, Quarterly Connect, and the Career Fair, including timelines, logistics, vendor coordination, resource planning, and post-event evaluation.
• Develop and maintain procedures, documentation, and tracking tools for assigned student and program operations; exercise independent judgment to identify, propose, and implement process improvements that enhance the student experience and operational efficiency.

Student Records & Information Management (25%)

• Develop, implement, and maintain records management procedures, documentation standards, and organizational systems that ensure consistent and compliant records practices across OSAA; exercise independent judgment to determine when records align with established standards and when outliers require escalation.
• Create and maintain student records and electronic file structures for incoming students in accordance with established School and University standards.
• Manage student records throughout the student lifecycle, including organization, maintenance, retention, archival, and disposition in accordance with UW records retention requirements.
• Process records-based program and degree verification requests for former students and alumni, coordinating with academic programs when additional review or certification is required.
• Conduct ongoing review of current and historical records and coordinate appropriate archival or destruction activities.

Communications Intake & Service Operations (25%)

• Lead implementation and ongoing administration of the student affairs portion of OSAA’s centralized communications intake and ticketing system, which serves as the School of Nursing’s virtual front door. Manage an exceptionally high volume of inquiries with efficiency and independent judgment, and partner with the Program Operations Specialist – Academic Affairs on shared system configuration and service standards.
• Develop and maintain workflows, service categories, routing protocols, and escalation pathways to ensure inquiries are directed to the appropriate functional area.
• Partner with OSAA teams to develop standardized responses, knowledge resources, and internal guidance that support accurate and consistent service delivery.
• Monitor communication volume, response timelines, recurring topics, and other service data; develop reports, identify trends, and propose and implement process improvements that enhance the student experience and service efficiency.
• Develop system documentation and training resources, coordinate system enhancements, and provide operational guidance to OSAA staff.
• Other duties as assigned. 

Required Qualifications

To be considered for this opportunity, your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor’s degree in business administration, public administration, education, social sciences, communications, or a related field and two years of experience in program administration, program operations, higher education administration, or a related area. Equivalent education and/or experience may substitute for stated requirements.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Experience administering programs, operational processes, or organizational systems involving multiple stakeholders.
• Experience developing, documenting, and implementing operational procedures and workflows.
• Demonstrated ability to independently interpret and apply established policies, procedures, and requirements.
• Strong organizational, communication, and project-management skills, with demonstrated ability to exercise independent judgment and manage multiple priorities.

Preferred Qualifications

• Experience in higher education program operations, academic administration, or student affairs administration.
• Experience with ticketing, case-management, CRM, or other service-management systems.
• Experience with records management, records retention, or organizational information-management practices.
• Experience developing standard operating procedures, process documentation, or training resources.
• Familiarity with University of Washington administrative systems, policies, and procedures.

Working Conditions

• This position is eligible for a hybrid work schedule, with a combination of on-site and remote work in accordance with School of Nursing and University policies
• Expected to work approximately 40 hours per week
• Occasional evening or weekend work may be required to support special events, programs, or organizational activities
• Ability to move and transport office or event materials weighing up to 20 pounds occasionally

Application Requirement

Please submit a resume detailing relevant experience and qualifications.

About the Team
The Office of Student and Academic Affairs (OSAA) supports undergraduate and graduate nursing students across the School of Nursing through academic operations, student support services, onboarding, events, communications, and program coordination. OSAA partners closely with faculty, staff, and leadership to support student success and operational excellence across academic programs.

Compensation, Benefits and Position Details

Pay Range Minimum:

$66,000.00 annual

Pay Range Maximum:

$72,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.