The University of Washington’s Information School (iSchool) is seeking an Admissions Operations Specialist to support the admissions operation and communications for the Bachelor of Science in Informatics (INFO), Master in Library and Information Science (MLIS), Master of Science in Information Management (MSIM) and PhD in Information Science programs. The Office of Student Services is an energetic and fast-paced environment where we rely heavily on current technologies to meet the demands of the iSchool and our constituencies. Operations goals, including application timelines and priorities, are determined in coordination with the Associate Director of Admissions, Program Chairs, Director of Communications, and the iSchool Associate Dean for Academics.

This position oversees the application process for all iSchool programs, including developing a system for tracking candidates throughout their application journey and ensuring that application processes and requirements adhere to UW and school-wide policies. The Operations Specialist will work closely with Student Services staff as well as faculty program chairs and iSchool leadership to develop application process timelines and will communicate regularly with these stakeholders to provide updates on the applicant pool. This position also communicates with prospective students and applicants, providing updates and responding to questions about the application process.

In the iSchool, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns and lead by taking actions that exemplify the iSchool’s core values. Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

What you’ll be doing:
Admissions Process Management:

• Oversee the operational functions of the application process for all graduate and undergraduate programs at the Information School, including tracking and monitoring all submitted applications and ensuring admissions decisions are issued in a timely manner.
• Collaborate with Associate Director of Admissions and Faculty Program Chairs to develop admissions timeline across all graduate and undergraduate programs; ensure that the process is following this timeline by maintaining a calendaring system and providing regular updates to various stakeholders.
• Use UW’s MyGrad Program, Access databases and other online systems to monitor and track applications, troubleshoot issues, and coordinate the review and decision processes.
• Communicate with candidates regarding the status of their application and respond to questions about the application process.
• Update policies, procedure and systems as needed to integrate changes at the program, school, and university level. Ensure compliance with all policies set forth by the UW’s central Graduate Admissions and Undergraduate Admissions departments.
• Assign applications to members of the admissions committees for all programs based on the review process for each individual program. Communicate with admissions committee members on a regular basis to ensure that members understand the process and adhere to deadlines.
• Track admitted students as they accept or decline the offer of admission utilizing internal database/CRM and UW’s MyGrad system.
• Track admitted students’ progress as they complete required steps prior to beginning the program.

Communication and Information Dissemination:

• Oversee website content to assure accuracy. Coordinate with iSchool Communications Director for updates/edits/additions to the PhD, MLIS, MSIM, and INFO web pages as related to outreach.
• Interpret University and School policies and regulations for students, faculty, and staff as related to admissions.
• Develop a process for deploying communication plans and email campaigns via CRM and other online systems designed to improve yield and retention throughout the admissions and recruiting process.
• Develop and deploy communication plans to ensure candidates are kept up to date on the status of their applications.
• Collaborate with the Associate Director of Admissions to update and issue admission decisions via CRM and email messaging.
• Provide updates to admissions committees for individual programs and participate in training committees on utilizing online systems for application reviews.
• Communicate with admitted students via email and ensure that the Admitted Student Website is up to date to ensure that incoming students are informed as they prepare to enroll.

Data and Systems Management:

• Create, improve, and maintain systems to manage prospective student and applicant data.
• Develop a process for deploying communication plans and email campaigns via CRM and other online systems designed to improve yield and retention.
• Record and summarize applicant data and statistical information to prepare reports for both internal and external data requests.
• Support efforts to integrate new CRM system into the admissions process, including collaboration with vendors to ensure proper staff training and development.
• Collect and analyze event attendance data and manage communication with registrants and attendees.
• Analyze admissions data and provide regular reports to various audiences within the iSchool. Prepare final data reports which will be shared with faculty and staff and posted on the iSchool website.
• Develop surveys for prospective students and applicants designed to evaluate the iSchool’s admissions process and better understand the candidate pool.

Administrative duties:

• Develop, maintain, and edit SharePoint sites for admission committees to allow for electronic review of all application materials by iSchool staff and faculty members.
• Supervise program assistants to assist in the tracking of application materials.
• Prepare reports related to admissions for other campus units and external organizations as requested (including accreditation and annual statistical reports.)
• Attend meetings and participate in iSchool and University of Washington committees, working groups, events, and activities.
• Participate in professional development opportunities to expand knowledge base for the position.
• Other duties as assigned.

Minimum Qualifications

• Bachelor’s Degree in Communications, Marketing, Higher Education Administration, or other fields.
• Minimum of 2 years of experience in communications and application processing within Higher Education field.
• Experience in program planning and management, preferably in student services.
• Must demonstrate excellent communications, planning, and information technology skills. 
• Must be able to work independently, as part of a team, and to lead others. 
• Must be articulate and able to present well in writing, verbally, and via technology.
• Demonstrated success in working with diverse populations.

Desired Qualifications

• Experience using UW systems such as MyGradProgram (MGP) and Student Database (SDB).
• Familiarity with using a CRM for admissions tracking.
• Familiarity with fee-based programs and Continuum College.
• Familiarity with Canvas or equivalent learning management systems.
• Familiarity with video/web conferencing technology such as Zoom.

What’s in it for you

• Full benefits, including medical and dental insurance and retirement plan.
• Paid vacation and sick leave, as well as 11 paid holidays a year and one personal day.
• Subsidized transit pass and/or parking.
• Work for an exciting, cutting-edge school within the University of Washington.

The University of Washington’s Information School (iSchool) is seeking an Associate Director of Career Services to lead and manage the career and professional development programs for all iSchool degree programs (i.e., Bachelor of Science in Informatics (INFO), Master of Library and Information Science (MLIS), Master of Science in Information Management (MSIM), and PhD in Information Science). Reporting to the Director of Student Services, this position oversees the strategic planning, development and implementation of all activities related to career services, including employer outreach/relations, promotion, events (such as workshops, employer visits, and career panels), data tracking, staff supervision, and career advising as well as student leadership activities and student organizations. iSchool Career Services is committed to fostering diversity, equity, and inclusion (DEI) at the iSchool and in the communities where our students and alumni live and work.

This position collaborates with the Student Services staff, Program Chairs, iAffiliates, and Alumni Relations to provide leadership to develop career programs and services for targeted student populations and oversees annual events such as the iSchool Career Fair. The Associate Director of Career Services will work closely with students, faculty, staff, as well as student groups, prospective students, alumni, employers, and other UW departments. The Associate Director of Career Services is expected to meet with executive level individuals both internally and externally.

In the iSchool, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values.  Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

What you’ll be doing

Career Services and Leadership Strategy and Programming:

• Oversee career services strategy for masters, doctoral, and undergraduate programs at the Information School, including annual planning and continuous process improvement, ensuring the career programming for each program is efficient and effective. 
• Consult with faculty Program Chairs and iSchool leadership to determine career programming goals and needs for each individual program and develop strategies for meeting these goals.
• Develop career services and career counseling approaches for a diverse student population including graduate and undergraduate students, underrepresented and international students, first generation, online and non-traditional students.
• Support and develop the Career Services anti-racism and equity initiatives.
• Serve as liaison with UW Career Center and other UW departments and offices in developing programs and providing career resources for iSchool students.
• Oversee leadership development activities for iSchool students including programming for student leaders and student organizations (such as Student Leadership orientation).
• Guide the activities of the iSchool Student Leadership Council (student advisory group to iSchool Dean).
• Determine and manage the budget for career programs.
• Collaborate with Program Academic Advisors in advising students on internship and directed fieldwork options, new student orientations, and other targeted programs.
• Oversees the use of Handshake in collaboration with UW Career and Internship Center.
• Serve as Student Services liaison with iSchool faculty in relations to career resources and employment opportunities, and class presentations on career topics.

Career Advising and Programming:

• Develop innovative and effective career advising and programming in partnership with varies constituents including Student Organizations, Program Chairs, Academic Advisors, IDEAS, and iAffiliates.
• Oversee planning of iSchool Career Fair, Library Expo, and other large-scale events.
• Provide career advising to current iSchool students in all degree programs.
• Counsel students individually and in groups about career decisions and job and internship search strategies.
• Advise students on techniques to leverage their culminating degree projects (i.e., capstone, portfolio, etc.) and internships/directed field work in their job search.
• Refer students to appropriate faculty, as necessary, for answers to advanced career development questions related to the field/discipline.
• Provide career information and participate in activities for potential iSchool students as requested.

Support of iSchool Student Services Unit:

• Serve as part of management team for Student Services, including backup for the Director for Student Services for leadership of the Student Services office
• Support admission initiatives by participating in information sessions, providing employment and internship data for recruitment purposes, and highlight student career development stories for marketing materials.
• Participate in iSchool new student orientations providing students an overview of career services.
• Assist in planning Student Services activities such as all iSchool Welcome and iWelcome Week, and Convocation.

Communication and Information Dissemination:

• Provide strategic vision and annual report for career activities to iSchool Community including Program Chairs and iSchool Deans
• Collaborate with iSchool Communications team on highlighting career initiatives and outcomes.
• Research and maintain information about employment trends and opportunities for iSchool Students.
• Provide career related content for Student Services social media sites (i.e., blog, Facebook, Twitter, etc.).
• Manage career information on program Canvas sites.
• Develop content for iSchool website related to career services.

Other:

• Attend meetings and participate in iSchool and University of Washington committees, working groups, events, and activities.
• Participate in professional development opportunities to expand knowledge base for the position.

Supervisor Responsibilities

Supervise work of Career Advisor (1.0 FTE), Employer Relations Manager (1.0 FTE), and Career Services Program Coordinator (1.0 FTE) in support of event planning and career services activities. Hire, supervise, train, and offer frequent guidance to Career Services staff. This position will also supervise student workers.

Minimum Qualifications

• Master’s degree in Higher Education Administration, Information Management, or related field.
• Minimum three years of experience in career programming, career counseling (preferred), or employee recruiting for an agency or large company.
• Experience in developing and presenting seminars, lectures and/or workshops.
• Experience supervising professional staff.
• Familiarity with career development and job search process.
• Experience in program planning and management, preferably student services.
• Demonstrate excellent communications, planning and information technology skills. 
• Demonstrated success in working with diverse populations.
• Must be able to work independently, as part of a team, and to lead others. 
• Must be articulate and able to present well in writing, verbally, and via technology.

Equivalent education/experience may substitute for all minimum qualifications.
 

Desired Qualifications

• Experience coordinating internship programs.
• Experience in working with Career oriented CRM (such as Handshake)
• Experience using UW systems such as MyGrad Program (MGP) and Student Database (SDB).
• Experience working with international students.
• Experience with Zoom and Canvas.
• Familiarity with fee-based graduate programs on the UW campus.
• Knowledge of Microsoft Office products including SharePoint and Access
• Familiarity with Qualtrics or similar programs.

What’s in it for you

• Full benefits, including medical and dental insurance; and retirement plan.
• Paid vacation and sick leave, as well as 11 paid holidays a year plus one personal day.
• Subsidized transit pass and/or parking
• Work for an exciting, cutting-edge school within the University of Washington.