Program Coordinator

Program Coordinator

Position Title
- Program Coordinator

Working Title
- Professional and Continuing Education Administrative Support

Location
- Olympia

Position Purpose
- This position works under the general direction of the Dean of Professional and Continuing Education. The position has primary responsibility for overall administrative support for Professional and Continuing Education (PaCE). PaCE is Evergreen's newest area of the curriculum, offering coursework for adult learners and working professionals seeking enhanced credentials or degree completion through part-time online or on-campus opportunities that are intended for schedule-bound students.

The position coordinates with the PaCE team to document, aggregate, coordinate and distribute information for PaCE, maintain and update the Dean's calendar and support related correspondence, and provide support as needed for other key PaCE team members. The incumbent also works collaboratively with the other academic staff to provide a wide range of academic support functions, including but not limited to, providing academic advice to students, faculty, and staff;

communicating policies and procedures to internal and external constituents; providing academic project support; and providing administrative support.

Nature and Scope

Essential Functions
- Program Administration and Operations Provide overall administrative support for PaCE related to program implementation, scheduling, hiring coordination, budgets, communications, operations, and organizational priorities. Working within a collaborative team, provide administrative support for degree-completion and prior-learning-from-experience programs. Manage student and other personnel processes and records for PaCE as delegated by the Dean. Provide leadership, continuity, and institutional knowledge during staffing transitions and organizational change.

Document and maintain current position manuals, departmental standard operating procedures, task lists, and implementation timelines. Perform other related duties as assigned, including duties that rotate among PaCE support staff as operational needs and capacity allow.

Budget, Purchasing, and Financial Administration Manage and monitor PaCE budgets in collaboration with the Academic Budget Office, including administrative budget reviews, financial reporting, fiscal planning activities, and support for faculty program budget management. Manage and reconcile purchase card transactions in accordance with institutional and state requirements. Initiate, process, and track travel documentation and expense reimbursements for the Dean and project leads in compliance with institutional and state travel regulations.

Hiring, Recruitment, and Personnel Support Provide administrative support for PaCE staff and faculty hiring and liaison with related hiring offices. Assist the Dean and Faculty Hiring Office in tracking recruitment activities and hiring timelines. Assist with developing and maintaining position posting materials and recruitment documentation. Schedule search committee meetings, interviews, and other recruitment-related activities.

Faculty Support and Academic Personnel Administration (Credit-Bearing Programs) Support onboarding of newly hired faculty, including developing and maintaining orientation materials, and the PaCE Faculty Handbook. Assist PaCE Dean(s) with scheduling faculty teaching observations and reviews in accordance with applicable Collective Bargaining Agreement requirements. Coordinate faculty-related meetings, communications, and administrative processes as assigned.

Professional Certificate Instructor Support (Non-Credit Programs) Coordinate and support hiring processes for professional certificate instructors throughout job search, contracting, onboarding, and employment processes in collaboration with the Vice Provost and Faculty Hiring and Contracts staff. Coordinate and support onboarding activities for professional certificate instructors. Maintain hiring and onboarding records and timelines for instructor appointments.

Executive and Administrative Support Maintain the Dean's calendar and coordinate individual and group meetings for the Dean and PaCE team members. Intake, track, and respond to inquiries and correspondence on behalf of the Dean as appropriate. Participate regularly in staff meetings, including agenda development and note-taking. Draft, edit, format, and distribute correspondence, reports, memoranda, and other administrative documents as assigned. Attend meetings on behalf of the Dean when requested and communicate key outcomes and recommendations.

Communications, Partnerships, and Community Engagement Manage PaCE email accounts, main phone line, and related communications. Communicate information regarding PaCE events, programs, policies, procedures, and services to campus and community stakeholders. Support the maintenance of accurate program information, records, and resources across communication channels.

Facilities, Events,…