Req #: 237506Department: UWHR - PROFESSIONAL & ORGANIZATIONAL DEVELOPMENTJob Location Detail: Hybrid Eligible - Minimum 2 days in office a weekPosting Date: 08/02/2024Closing Info:
Closes On 08/09/2024Salary: $5,114- $5,951 per monthLimited Recruitment: Open to Department employees onlyShift: First ShiftNotes:
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.The Professional and Organizational Development team has an opening for a Consultation Services & Training Site Coordinator to join their dynamic team. The Consultation Services & Training Site Coordinator performs professional level duties in managing the consultation and customized training services of Professional & Organizational Development. The Consultation Services & Training Site Coordinator intakes requests for customized training and organization development from potential clients. The coordinator drafts, negotiates, and administers contracts for customized training and organization development, and composes and edits written communications.The Consultation Services & Training Site Coordinator has substantial responsibility for exercising discretion and independent judgment in effecting, executing, and discharging customized training and organization development functions. The Consultation Services & Training Site Coordinator ensures that quarterly courses run smoothly for both the instructors and the participants and is the primary POD team member responsible for maintaining the in-person training site. As such, this position will have considerable duties in-person and must be flexible with the work schedule to ensure optimal customer service to course facilitator and attendees for in-person courses. Additionally, this position will be the primary leader for POD producing for courses that are facilitated via video communications platforms. This position is also supports management of the Faculty Grants Management (FGM) program.DUTIES AND RESPONSIBILITIES 1. Consultation and Customized Training Coordination—40% Provide information to and consult with potential clients who call or e-mail regarding our customized training and consultation services.
Assess clients’ needs and using independent judgment recommend appropriate trainers and consultants to meet clients’ requests.
Create and maintain processes using computer software programs to track consultation, customized training, and facilitation activities.
Establish and maintain a good working relationship with outside consultants and trainers to enable them to provide services to the community.
Maintain good working relationships with Alliance Consultants.
Communicate, schedule, and manage logistic details of Alliance meetings.
Prepare content for alliance quarterly communication.
Assists Fiscal Specialist with processing invoices from consultants and trainers and maintaining good working relationship with the UW Purchasing and Payables Administration departments.
Maintains good working relationship with Buyer in the Purchasing department to maintain up-to-date roster of consultants and trainers.
Manage multiple projects effectively taking into consideration time constraints, customers' multiple needs, resources available and impact on POD and other departments.
Maintain an elevated level of confidentiality in all interactions.2. Training Site Coordinator—35% Facilities Management The position’s primary office is co-located with training rooms, this position is the primary person responsible for: Oversight and maintenance of furniture, equipment, course inventory, and supplies.
Opening and securing the facility.
Coordinating any routine and extraordinary maintenance and alterations to the rooms.
Attending building coordinator meetings.
Receiving shipments of supplies and books for classes and events.Course Logistics Creates course signage for doors and ensures that signage is placed on proper doors.
Scans quarterly class evaluations, uploads to SharePoint, and assigns to POD reviewers.
Ensures equipment is set up, in good working order, and ready for each course.
Provides onsite support for classes, events, and meetings.
Responsible for post-instruction classroom tear down, refresh, and set-up for next class.
Assist with producing needs for online courses.
Support administrative efforts for course tracking, including roster and attendance updates.Participant Liaison Provides on-site assistance to participants.
Responds to emergency situations.3. Faculty Grants Management—10% Perform a variety of tasks and responsibilities related to the management of the FGM Program in partnership with the web specialist4. Fiscal Responsibility and Accountability—10% Exercise good judgment in setting service fees, negotiate contracts and controlling costs.
In coordination with POD leadership and internal consultants, maintain up-to-date knowledge on service fees and cost structures for a variety of POD services.
Stay aware of financial implications of actions and adjusts activities to maximize financial resources.
Actively pursue revenue generating and cost savings measures.
The security and welfare of thousands of dollars of equipment and materials are dependent upon this position.5. Professional & Organizational Development Office Efforts—5% Contribute to the overall program development effort and administration by: Providing excellent customer service to both internal and external customers.
Communicating frequently to all POD staff through electronic mail, written memos, and oral conversations.
Participating as a member of the POD team which includes assisting with a variety of projects and committees.
Provide support and coordination of Emergency Preparedness Planning and Suspended Operations.
Represent the department on UWHR committees.
Performing other duties as deemed necessary and appropriate.MINIMUM REQUIREMENTS Bachelor’s Degree in Human Resources, Training/Education, Marketing, Communications, or related field.
Minimum of two years of customer service experience.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Demonstrated commitment to diversity, equity, and inclusion
Excellent communication skills
Ability to prioritize and complete projects within deadline
Familiarity with negotiating contracts, and triaging customer needs
Demonstrated ability to work effectively with many levels of personnel, including faculty and other administrators, and professional and classified staff
Ability to use computers and software including: MS Word, Outlook, Excel, and PowerPoint, and QuickbooksDESIRED QUALIFICATIONS Experience working in Higher Education
Familiarity with University Consulting Alliance, POD programs and self-sustaining budget structureWORKING CONDITIONS Office environment, hybrid and remote (at least two days per week in office)
This position will be required to be onsite for in-classroom courses, which varies monthly, therefore, hybrid workdays must be flexible to meet business requirements.Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your “My Jobs” page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
