ACADEMIC SERVICES-ASSISTANT DIRECTOR

Req #: 231418

Department: OFFICE OF MINORITY AFFAIRS & DIVERSITY

Job Location Detail: Toppenish, WA

Posting Date: 03/12/2024

Closing Info

Open Until Filled

Salary: $6,667 - $7,080 per month

Limited Recruitment

Other

Shift: First Shift

Notes

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. (~~~ )

Although open until filled, applications received by 3/26/24 will receive priority consideration.

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.

For over 55 years, the Office of Minority Affairs & Diversity (OMA&D) has advanced diversity, equity, and inclusion at the University of Washington, a campus that sits on tribal land. Through our programs and partnerships, we create pathways for diverse populations to access postsecondary opportunities, nurture and support their academic success, and cultivate a campus climate that enriches the educational experience for all. This legacy of work continues to drive excellence at the UW and together, we help the university work toward its vision for becoming a more just and equitable campus community. More information about the Office of Minority Affairs & Diversity is available at ~~~/OMAD.

Within OMA&D is the College Access unit that implements programs focused on expanding access for underserved communities by partnering with K-12 school districts, two-year colleges, and community coalitions.

The University of Washington GEAR UP Program (Gaining Early Awareness & Readiness for Undergraduate Programs) RISE UP serves over 14,000 students throughout Washington State. The goal of the GEAR UP is to increase student college-going rates and preparedness by enhancing educational environments and creating sustainable programs at the middle school and high school grade levels. Focus is on interventions/activities that intentionally provide students with opportunities for acquiring intellectual and interpersonal skills that will increase their likelihood of success and retention at the post-secondary level.

The GEAR UP RISE UP program has an outstanding opportunity for an Assistant Director (Academic Services- Assistant Director).

The Assistant Director (Academic Services-Assistant Director (E S 9) reports to the Director of GEAR UP. The Assistant Director assists the Director in the development of fiscal and budgetary policy and procedure, the facilitation of strategic planning, implementation of contract deliverables while ensuring continued adherence to applicable federal, state, and local laws/regulations. The position also ensures the observance of University policies and procedures as well as Department of Education contract requirements. The Assistant Director advocates for increased and effective student services at all levels (federal, state, county, and the private sector).

This position is located at the GEAR UP RISE UP office in Toppenish, WA and requires travel in Yakima, Grant and Skagit Valley counties, as well as occasional statewide and national travel. In addition, this program offers residential programming in the summer and overnight college visits throughout the year.

The Assistant Director works directly with school-based Site Coordinators to oversee and support school staff with management of school budgets, cost share requirements, invoicing process, and data tracking across 14 school districts. The Assistant Director is responsible for developing and enhancing a variety of approaches and innovative methodologies to facilitate improved program planning and related systems. The Assistant Director has delegated authority to advise and consult with stakeholders regarding systems and processes pertaining to invoicing, data reporting, site visits/audits, and programming recommendations, on behalf of the Director.

This position is responsible for the oversight and management of several distinct program auditing, compliance, and training systems: Site Visitations/Audit Cycles for School Districts; Ensuring districts are in compliance with university, state, and federal policies and requirements; onboarding and training of new site coordinators and continuous training for Site Coordinators.

The Assistant Director will work with UW faculty and school district staff, administrators, community partners, and local businesses to ensure program and student success, and enhance the services provided by GEAR UP. The position is committed to supporting the program and departmental goals in developing and implementing strategies for pre-college student preparation. GEAR UP serves 14,000 students throughout Washington State in the Yakima, Kittitas, Grant, and Skagit counties and contributes $4 million annually to these local economies, primarily through staffing. The goal of the GEAR UP grant is to increase student college-going rates and preparedness which has and continues to directly impact University recruitment and retention of traditionally underserved and 1st generation students from primarily minority communities.

This position is a federal grant-funded position and continuation is dependent upon grant funding. DUTIES AND RESPONSIBILITIES 50%: Oversee and implement partnerships with GEAR UP partner school districts, including the development of scope of work (student programming), budget set, and work plans for subcontracted services and approving requests, handling paperwork, and performing day-to-day administrative tasks.

• Act as the primary liaison between school district building staff and the UW GEAR UP administrative team. Create and manage the onboarding of systems and training for new school-based site coordinators and school support staff.

• Provide consultation, mentorship and expert advice to school-based Site Coordinators, school support staff, management, and other stakeholders on technical, University, and GEAR UP policies, program implementation, and best practices to ensure program goals are met.

• Support recruitment, hiring, training, and evaluation of primary and supplemental staff including school-based coordinators, district level GEAR UP staff, tutors, and summer staff.

• Provide support and guidance to GEAR UP site coordinators and school support staff in understanding and carrying out compliance best practices (i.e. work plans, programming, justification forms, and invoicing).

• Lead Monthly Site Coordinator meetings and support district level GEAR UP program meetings.

• Planning and execution of student summer programming events in collaboration with GEAR UP site coordinators, school support staff and GEAR UP administrative team.

• Facilitate and guide committees created for the planning and execution of programming throughout the years and as the grant evolves throughout the life cycle of the grant (ie MyCE, coordinator retreat).

• Research effective and strategic program services to implement, that support first-generation, low-income, English language learners (ELL) and foster youth students.35%: Support the Director with the evaluation of program activities to determine effectiveness, efficacy, and utilization including compliance with federal, state, local and University policy and regulations.

• Plan, direct and monitor the development, maintenance, and modification of policies, procedures and services with all applicable GEAR UP stakeholders including student and family surveys.

• Review partner invoicing policies and procedures and cross reference alignment with reported program activities.

• Oversee and implement formative and summary assessments and audits for all GEAR UP partner school districts on a continuing basis with focus on budget, workplan, cost share, and activity and performance data requirements.

• Continually audit the program's operations to better visualize the administrative program opportunities and challenges. Conduct on-site contract compliance reviews to verify progress.

• Administer and monitor program-wide financial and program policy implementation including planning and integration of UW and school districts' financial and data tracking systems. Monitor ongoing expenditures at subcontracted schools and community partners to ensure continuous drawdowns and alignment with spending plans.

• Facilitate quarterly meetings at each of the school districts partners, with teachers, and school-based GEAR UP site coordinators, and school support staff, to review formative and summary assessments and design/implement corrective action plans as needed.10%: Support management of projects led by GEAR UP administrative team related to family engagement, college and career programming, college knowledge workshops, summer programming, affinity-based programming, financial aid, and more; including parent engagement.

• Coordinate program activities with Program Operations Specialist and STEM Curriculum Specialist.

• Coordinate program activities between and among businesses, community-based agencies and other educational institutions to ensure effectiveness of delivery of services to students and inclusive of parents and families.

• Identify and work with grant partners to ensure program and student success and enhancement of services are provided by GEAR UP.5%: Other duties as assigned.Lead Responsibilities:

• Making Decisions and Solving Problems

• Combining, evaluating and reasoning with information and data to make decisions and solve problems.

• Providing consultation and expert advice to school-based site coordinators including programmatic design, project management, reporting, evaluation, and recommending next steps.

• Contribute adaptive and innovative strategies to support carrying out work procedures and activities with directions/instructions of management to implement, modify, integrate or complete the GEAR UP program objectives.

• Managing the day-to-day work of program managers including support with programmatic design, project management, reporting, evaluation, and recommending next steps.

• Communicating with persons outside the organization, representing the organization to schools, the public, government, and other external sources. Translating or explaining what program information means and how it can be understood or used.

• Originating, developing, designing, or creating new applications, information pathways, systems, or services, including curricula and technology.

• Provide adaptive solutions to achieve continuous improvement of program delivery and to ensure grant program goals are met.

• Promote and foster a healthy and creative team climate, based on cooperation, trust, pride and respect.Supervisory Responsibilities:

• Supervise project appointments and hourly employees.

• Provide management and supervision of three additional full time GEAR UP staff, in the absence of the Director MINIMUM REQUIREMENTS

• Bachelor's Degree AND

• 4-6 years experience working in education, college access, K-12 education, or youth development OR 4 -6 years experience working in a K-12 setting providing college access services for students and parents or experience working with large federal or state grants including GEAR UP, TRIO, Upward Bound, or TALENT SEARCH and other like federal grants.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Effective program management skills include setting goals and communicating them to stakeholders, ongoing communication with stakeholders, relationship management, meeting reporting requirements, managing time effectively, prioritizing tasks, and meeting tight program deadlines. Excellent interpersonal and communication skills, including public speaking and articulating ideas clearly in person and in writing required. Experience working with middle and high school students from historically excluded minority, low income or first-generation backgrounds and demonstrated ability to work effectively with diverse populations required. The ability to work independently and as part of a team. DESIRED QUALIFICATIONS

• Master's degree in education, Social Work, or Public Administration.

• Experience managing volunteers, tutors, or young professionals.

• Experience working in Bilingual and/or bicultural environments and engaging students and families.

• Knowledge of Yakima, Grant and Skagit counties partners, schools, regional initiatives, and communities.

• Working knowledge of Microsoft SharePoint Information System and other cloud-based administration.

• Proficient in excel and PowerPoint.

• Experience working with middle and high school students from historically excluded minority, low income or first-generation backgrounds and demonstrated ability to work effectively with diverse populations.

• Bilingual in Spanish; written and oral. 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 your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.