Program Specialist 3 - Business Services

Central Washington University is recruiting a Program Specialist 3 to join our Business Services team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $56,880 - $76,608 annually plus the awesome CWU benefits.

Who we are:

We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of ~10,000 students.

Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave.

The Role:

Under the general direction of the Director, provide special services associated with the release of State mandated public records and University student records associated with the Washington State Public Records Act, Family Educational Rights and Privacy Act (FERPA), and any other applicable Federal or State regulation. Performs general and technical work with moderate latitude and exercises independent judgment and action, relative to the assigned program. In addition, perform records management duties and department processing as assigned. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Public Records Responsibilities and Reports:
- Organize and carry out assigned program responsibilities. Receive limited supervision within a broad framework of Federal and State of Washington Laws and regulations, as well as University policies and procedures.
- Assist constituents regarding their public records and the appeal process available under Washington State law.
- Organized the disclosure process for the University to include collection, notification, advising, review, payments, and redaction of all University records regardless of media for exemptions under the Washington State Public Records Act, FERPA and any other State or Federal exemption which may apply to the requested records. Provide training and guidance to all University departments to assure that all requested records have been produced.
- Maintain and input all data into the University Public Records database and public records request log. Maintain an accurate public record records index.
- Input and maintain all JLARC reporting fields to be submitted annually into the JLARC data collection system. Attend trainings and maintain all reporting requirements as detailed in ESHB 1594 & 1595.
- Plan and organize work to meet deadlines as required under the laws and regulations of Washington State.
- Manage program in the absence of the Director.
- Reports: Independently create, manage, and submit reports as follows:

• Independently prepare and submit activity reports for the following (detailing monthly activity as well as fiscal year comparisons) Insurance expirations, Public Records, Restitutions and Tort claims.

Administrative Duties:
- Perform higher-level confidential administrative and secretarial support duties for the Director of Business Services and manage the office affairs.
- Provides Administrative/secretarial support for the Director of Business Services and department staff; maintain and prioritize calendars.
- Plan and schedule travel arrangements, prepare all needed authorization forms, expense vouchers and motor pool forms, develop itineraries and adhere to state per diem rates and regulations.
- Develop and update employee training manual.|
- Create and track the tort and recovery files for follow-up.
- Responsible for the procurement of supplies and maintenance of equipment and office inventories.
- Maintain an up-to-date departmental copy of the Chart of Accounts, CWU Policies and Procedures Manual, Travel Regulations.
- Maintain departmental personnel files for employees within Business Services. Coordinates personnel actions such as recruitment, selection, appointment, and promotion. Prepare Personnel Action Forms, Temporary Appointment Letters, and any other necessary paperwork for the hiring process. Perform work in People Admin to keep PD updated.
- Compose correspondence, printed materials and releases related to office policies, procedures, and operations. Compose narrative portions of documents such as brochures and policy
statements; transcribe meeting minutes. Accurately proofread written material, correcting errors in grammar, punctuation, spelling, and overall format.
- Maintain the Student Intern Medical Insurance and E-Market databases and process the student certificates of insurance electronically and E-Market refunds as needed.
- Establish and keep department Records Retention Schedule current; archive and destroy department records when appropriate.

Office Support:
- Student Support:

• Independently create and prepare student job description, recruit, confirm pre-employment authorization, interview, and hire, create, and prepare SPAF, confirm credits student is taking to confirm hours able to work and create student schedule.

- Budgets:

• Participates in budget preparation; develops budget estimates. Assist with strategic planning, verify expenditures and research as needed.
• Prepare and reconcile the budget status and expenditures for Business Services, Business Services Revenue, Medical Malpractice, Professional Liability, Public Records, and Student Health Insurance.
• Monitor each departmental budget with authority to initiate corrective action, receive and deposit funds.
• Evaluates costs and/or approves purchases for expenditures such as equipment, supplies, and furniture; develops costs estimates for equipment needs, and projects.
• Delegated signatory authority to purchase supplies, travel and motor pool charges, budget change requests, purchasing card and authority to initial and approve charge/credits.
• Assist in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing and contract administration.
• Develop and present University-wide presentations to all staff on program related topics.
• Develop promotional materials.
• Perform organization support as assigned.
• Perform a wide variety of tasks during peak workload periods or in the absence of assigned personnel.

- Other duties as assigned

• Two (2) years increasingly responsible public records experience involving the responsibility to perform such functions as collection, retention, notification, advising, review, redaction, and payment for records under Washington State Public Records laws and the Family Educational Rights and Privacy Act.
• Two (2) years of experience maintaining confidentiality working with sensitive and personal information.
• Two (2) years' experience in multi-tasking in a busy work setting to ensure daily job duties are completed and strict deadlines met.
• Knowledge and understanding of Washington State RCW's and WAC's.
• The ability to understand and carry out both oral and written instruction independently.
• Two (2) years of written and oral communication skills including clear and professional memorandums, emails, letters and other correspondence to the public, staff, and legal counsel.
• Two (2) years customer service experience.
• Two (2) years' experience proof reading and preparing records.
• Experience establishing and maintaining effective working relationships.
• Ability to work under pressure and maintain deadlines.
• Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Four (4) years' experience working with Washington State Public Records Act, FERPA, and Washington State records management laws and regulations.
• Four (4) years' experience working for a state or government agency.
• Four (4) years' experience proof reading and preparing public records.
• A record of promoting inclusivity in the work environment.
• Ability to incorporate multicultural perspectives and issues into everyday conversations.

Competencies

• Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
• Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
• Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
• Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
• Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.

Don't meet every single requirement? At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you!

Salary: This position is based on the range 53 of the Washington State Classification Listing, which has a minimum annual salary of $56,880 and maximum annual salary of $76,608. In accordance with RCW 49.58.110, the above salary reflects the full salary range for this position. Individual placement within the range is based on the candidate's current experience, education, skills, and abilities related to the position.

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch)

Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions and interruptions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.

Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit Benefits, Perks, and Leave.

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.