Program Operations Specialist Jobs

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The Center for Child & Family Well-being (CCFW) employs a full-time Associate Director of Program Operations. CCFW aims to place current evidence-based knowledge in the hands of practitioners, educators, policy makers, community leaders and parents in a timely, effective manner. CCFW activities include: incorporating research findings in undergraduate and graduate courses, offering professional training and continuing education opportunities to the community, developing, implementing and evaluating prevention and intervention programs, making research findings available through short articles or press-releases to partner media outlets, and offering public lectures and/or workshops to parents, practitioners and the broader community.

Duties and Responsibilities
This position reports directly to the Center Director, performs a variety of professional level programmatic functions including developing strategic plans for programs and advancement and overseeing their implementation to ensure continued performance. This position is responsible for activities designed to enhance public awareness of, and to increase private support of, CCFW programs.
This position will oversee planning, management and implementation of CCFW programs (courses, public lectures, conferences) and efforts to build relationships with community members and friends of CCFW, attract private support from individuals, corporations, and foundations, and promote CCFW locally, nationally, and globally. The Associate Director of Program Operations regularly exercises independent judgment and discretion in work directly related to center operations and has delegated authority to make commitments that affect center operations.

Program Management (35%)

Oversee all aspects of the end-to-end coordination of CCFW programs, workshops and events. Including scheduling, facilitator and speaker contracts, invitations, advertising, event registration, facilitator payments, and honoraria.

Manage all CCFW facilitator relationships including onboarding, course scheduling, contracts, payments and ensuring compliance with UW and CCFW policies, rules, and guidelines.

Collaborate across departments to document and define rules, guidelines and process for hiring contractors as facilitators for CCFW workshops, research, and educational programming.

Manage the onboarding of new and potential facilitators. Explain contract guidelines, payment structure, and scheduling.

Manage CCFW’s major transition to Cvent registration and Touchnet payment systems.

Finance and Administration (25%)

Oversee and coordinate financial activities and budgeting of programs.

Develop, maintain, and implement standard operating procedures for CCFW public programming.

Analyze challenges and inefficiencies in program operations, develop potential organizational and administrative solutions or action plans.

Manage and authorize expenditures, negotiate vendor agreements to maximize budget.

Make purchases required for program activities and complete monthly Procard reconciliation sheets to reflect purchases made.

Monitor budgets, contracts, and other financial matters related to CCFW projects. This includes assisting with drafting budgets to match project scopes, tracking expenditures, purchases, and reimbursements.

Marketing and Advertising (20%)

Oversee all public relations and marketing for CCFW. Develop, design, and coordinate content and publication of the CCFW Newsletter, blog posts, and press releases.

Manage the maintenance and update of website content and social media content with news stories, events, research publications, student/faculty spotlights and other content.

Manage the development of event related materials and publications, including but not limited to confirmation e-mails, event announcements, flyers, advertising, and follow-up communications.

Advancement (10%)

Develop and build collaborative relationships with UW Advancement team and Psychology Department advancement staff.

Provide strategic leadership for CCFW advancement goals and activities.

Work together with Advancement team to advance CCFW goals by sharing strategic information, attendance lists, relevant contacts, etc.

Prepare informational materials to support gift requests and communications

Research foundations and potential major donors, share helpful information with Advancement and Foundations teams.

Proactively attend meetings as a representative of Dr. Lengua/CCFW, report on meeting content. Document action items and follow up with personnel as necessary.

Manage CCFW Advisory Board. Identify and act on opportunities to deepen CCFW’s connection and personal relationships with existing board members. Coordinate board meetings, regular communication and recognition of CCFW Advisory Board. Identify and interview potential board members.

Cultivate and sustain relationships with potential donors, including correspondence and meetings with supporters.

Building Operations (10%)

Approve and manage room use calendars and room reservations.

Request and oversee Center security needs.

Approve key/access requests, orient new key holders to Center security and guidelines.

Receive and address problems with tech equipment

Minimum Requirements:

Bachelor’s Degree in communications, public administration, business, psychology or related field and 4 years experience in planning and project management relevant to coordinating multiple program activities and events.

Data and database management skills

Excellent interpersonal communication skills

Knowledge and interest in psychology related field

Ability to work a flexible schedule for events scheduled on evenings and weekends, and the ability to travel to off-campus events.

Desired:

Master’s degree in communications, public administration, business, psychology or related field

Interest and experience in youth programs, addressing adversity or disadvantage, and/or mindfulness-related activities

Community engagement and outreach experience

Advancement, development and fundraising

Experience with UW or similar budget planning and administration systems

Conditions of employment:
Ability to efficiently and effectively travel locally to alternate worksites as needed


Application Process:
The application process for UW positions 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 access your “My Jobs” page. If you select 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.
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