The Role:
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, one (1) full-time Scheduling Coordinator 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.
The Program Support Supervisor 2 supports the mission and vision of CWU by ensuring the University Scheduling Center and Information Center operates effectively in support of out-of-class learning for all members of the university community, most especially students. This includes overseeing distribution of Connection Cards, maintenance of 25 Live, and Student Union websites and social media.
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.
- Oversee the daily operation of the Information Center including the distribution of University Connection Cards to students and staff.
- Oversee and coordinate Student Union supported events including our annual Ware Fair event.
- Manage and oversee Student Union websites and social media, including Facebook and Instagram pages.
- Prepare and provide reports to the Student Union Director and others as needed.
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 (1 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.
To apply for this position, you must complete the on-line application at: careers.cwu.edu Job ID #6252
CWU is an EEO/AA/Title IX/Veteran/Disability Employer