Program Operations Specialist – Academic Affairs

Job Description

The School of Nursing has an outstanding opportunity for Program Operations Specialist – Academic Affairs to join their team.

 

Position Description

Reporting to the Department Administrator, The Office of Student and Academic Affairs (OSAA) within the University of Washington School of Nursing is seeking a Program Operations Specialist to administer operational programs, systems, and processes supporting the School’s academic affairs and academic program functions. Reporting to the OSAA Administrator, this position manages assigned program operations across academic programs, curriculum and course administration, faculty-facing academic processes, and related organizational initiatives. The position regularly performs professional-level program administration and management of a non-routine nature that requires independent judgment and decision making, and it holds substantial responsibility for the success of OSAA’s academic program operations.

 

The Program Operations Specialist develops, administers, and improves the operational infrastructure supporting academic program delivery. Responsibilities include developing and maintaining workflows and procedures; coordinating activities across academic programs and functional areas; managing academic processes, documentation, and tracking systems; coordinating implementation of curriculum and program changes; and monitoring and improving operational processes.

 

The position works closely with academic program directors, faculty, OSAA leadership and staff, and other School and University partners to ensure academic operations are coordinated, documented, sustainable, and responsive to organizational needs. The position exercises independent judgment in administering assigned programs and systems, resolving operational issues, coordinating complex processes and timelines, and recommending and implementing process improvements. The position is accountable for the quality, efficiency, and results of assigned programs and systems, and it establishes the methods, procedures, timelines, and resource plans needed to meet program objectives.

 

Key Responsibilities

 

Academic Programs Operations (50%):

• Develop, implement, and maintain procedures, documentation, and tracking tools for assigned academic program operations; exercise independent judgment to identify, propose, and implement process improvements that enhance the student and faculty experience and operational efficiency.
• Manage Connected Teaching processes across academic programs, including coordination, tracking, and documentation.
• Manage operational processes in partnership with Program Directors, including programmatic scheduling, tracking, documentation, and coordination of recurring program activities.
• Complete program verification requests for graduates and maintain related documentation.
• Administer operations for clinical and community advisory boards, clinical compliance, and simulation activities.
• Manage DNP student project matching, including timelines, tracking, communications, and coordination with program stakeholders.
• Manage operations for DNP on-campus intensives across all specialty tracks, including scheduling, space reservations, and coordination with the Simulation Center, Learning Design and Media, and other School of Nursing units to ensure intensive activities align with course and track calendars.
• Engage specialty directors, course faculty, and the DNP Program Director in planning intensive schedules and activities; exercise independent judgment to resolve scheduling conflicts across tracks and units, apply established DNP program standards consistently, and use student and faculty feedback to identify and implement improvements.
• Plan, manage, and evaluate assigned academic programs and events, including Convocation, pinning ceremonies, and DNP Poster Day, including timelines, logistics, vendor coordination, resource planning, and post-event evaluation.

 

Communications Intake & Service Operations (35%)

• Lead implementation and ongoing administration of the academic affairs portion of OSAA’s centralized communications intake and ticketing system, which serves as the School of Nursing’s virtual front door. Manage an exceptionally high volume of inquiries with efficiency and independent judgment, and partner with the Program Operations Specialist – Student Affairs on shared system configuration and service standards.
• Develop and maintain workflows, service categories, routing protocols, and escalation pathways to ensure inquiries are directed to the appropriate functional area.
• Partner with OSAA teams to develop standardized responses, knowledge resources, and internal guidance that support accurate and consistent service delivery.
• Monitor communication volume, response timelines, recurring topics, and other service data; develop reports, identify trends, and propose and implement process improvements that enhance the student and faculty experience and service efficiency.
• Develop system documentation and training resources, coordinate system enhancements, and provide operational guidance to OSAA staff.

 

Academic Governance & Committee Operations (15%)

• Administer operations for the School’s coordinating committees, establishing annual meeting schedules, governance timelines, and recurring workflows aligned with the academic calendar.
• Manage committee membership, communication channels, and shared resources to ensure continuity across committee terms and leadership transitions.
• Partner with committee chairs to plan agendas, identify items that require School or University review processes, and prepare and distribute meeting materials.
• Attend assigned committee meetings and maintain the official record of committee actions, minutes, and supporting documentation.
• Track committee actions, decisions, and follow-up items and coordinate next steps with committee chairs and relevant partners; monitor progress and escalate unresolved items to appropriate leadership.
• Advise committee chairs on procedural requirements, timelines, and documentation standards for committee actions.
• Other duties as assigned

 

 

Required Qualifications

To be considered for this opportunity, your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

 

Minimum Qualifications

• Bachelor’s degree in business administration, public administration, education, social sciences, communications, or a related field and two years of experience in program administration, program operations, higher education administration, or a related area.
• Equivalent education and/or experience may substitute for stated requirements.

 

Additional Qualifications

• Experience administering programs, operational processes, or organizational systems involving multiple stakeholders.
• Experience developing, documenting, and implementing operational procedures and workflows.
• Demonstrated ability to independently interpret and apply established policies, procedures, and requirements.
• Strong organizational, communication, and project-management skills, with demonstrated ability to exercise independent judgment and manage multiple priorities.

 

Preferred Qualifications

• Experience in higher education program operations, academic administration, or a related academic environment.
• Experience supporting academic programs, faculty, Program Directors, or academic leadership.
• Experience coordinating academic governance, committees, or other collaborative administrative processes.
• Experience developing standard operating procedures, process documentation, or operational resources.
• Familiarity with University of Washington administrative systems, policies, and procedures.

 

Working Conditions

• This position is eligible for a hybrid work schedule, with a combination of on-site and remote work in accordance with School of Nursing and University policies
• Expected to work approximately 40 hours per week
• Occasional evening or weekend work may be required to support special events, programs, or organizational activities
• Ability to move and transport office or event materials weighing up to 20 pounds occasionally

 

Application Requirement

Please submit a resume detailing relevant experience and qualifications.

 

About the Team
The Office of Student and Academic Affairs (OSAA) supports undergraduate and graduate nursing students across the School of Nursing through academic operations, student support services, onboarding, events, communications, and program coordination. OSAA partners closely with faculty, staff, and leadership to support student success and operational excellence across academic programs.

Compensation, Benefits and Position Details

Pay Range Minimum:

$66,000.00 annual

Pay Range Maximum:

$72,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.