"Alerted.org

Req #: 247328

Department: CIVIL AND ENVIRONMENTAL ENGINEERING

Posting Date: 07/29/2025

Closing Info:

Closes On 08/05/2025

Salary: $3861.00 - $5160.00 per month

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-a11y.pdf)

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.

Position Purpose

PacTrans is the Regional University Transportation Center (UTC) for Federal Region 10. PacTrans is primarily a research center focusing on developing human-centered and transformative multimodal mobility solutions for an equitable Pacific Northwest. Major goals and objectives of PacTrans include serving as Region 10’s research engine, applied technology showcase, workforce development base, education leader, information center, and collaboration platform. PacTrans is a consortium of transportation professionals and educators from six universities and colleges located around the Pacific Northwest: Portland State University (PSU), the University of Alaska Anchorage (UAA), the University of Idaho (UI), the University of Washington (UW), Washington State University (WSU), and the Northwest Indian College (NWIC).

Over the past several years, PacTrans has developed and launched the PacTrans Workforce Development Institute (WDI). This institute has two primary objectives: (1) to meet the short-term continuing training needs of our regional and national partners, and (2) to engage in STEM outreach by offering teen and youth courses on transportation-related topics.

The Program Coordinator will support the program goals of PacTrans and the WDI, reporting to the PacTrans Assistant Director and dividing their work time equally between the PacTrans and WDI programs. The PacTrans and WDI staff meet weekly to provide an opportunity for everyone to share their work and keep up upcoming projects and events. Staff meet together and with program partners to collaborate on operating programs.

Position Complexities

The program coordinator will work in a collaborative and high-functioning office. The ideal candidate will be able to manage multiple projects and processes while not allowing anything to slip through the cracks. This program coordinator role is ideal for someone who is detail oriented and keeps track of programs and processes for program directors. Qualified candidates will have experience successfully using management tools such as project management software to keep track of project details and processes.

Position Dimensions and Impact on the University

PacTrans brings significant financial resources to the University and our department. The WDI is rapidly expanding course offerings to support the workforce needs of the region. Each works broadly across campus to engage interdisciplinary approaches to solving transportation problems. Other departments that our Centers collaborate with include Computer Science and Engineering, Electrical Engineering, Industrial Engineering, eScience, and Urban Planning, among others. PacTrans has been in existence since 2012 and has developed a long-standing reputation for education and research excellence.

**DUTIES AND RESPONSIBILITIES** Program Coordination

+ Provide overall program coordination and support the PacTrans programs in collaboration with the Assistant Directors.

+ Promote the program to targeted audiences, administering the application process, program marketing and outreach and coordinating with service partners.

+ Support the day-to-day operations of PacTrans and the Workforce Development Institute, including coordinating applications for the program, assisting with marketing, managing the course CANVAS pages and serving as a student liaison.

+ Create and maintain a calendar of events, engagement opportunities, and other goings-on for PacTrans and WDI.

+ Regularly update and maintain documents to ensure alignment with goals of PacTrans.

+ Maintain a database of registration participants, upcoming events, CANVAS courses.

+ Build listserv for newsletter with contacts from outreach events.

+ Coordinate the purchase of goods and service using a variety of methods including Procard and eProcurement.

+ Communicate regularly with buyers on complicated orders and maintain line of communication between the vendor, purchasing and faculty or staff placing the order.

+ Process orders for supplies and maintain inventory of outreach kits.

+ Repair, restock, and redesign outreach kits as needed.

+ Review purchase requests for compliance with the UW and funding agency policies. Resolve problems by following up with vendors and the purchaser.

+ Prepare purchase orders and various other purchasing forms.

+ Assist the WDI Assistant Director in managing the grades K-12 outreach program that has regional and national visibility. This program sets the stage for center-level broader impacts activities, while supporting the broader mission of the UW in education, diversity, equity, and inclusion.Event Coordination

+ Independently manage the logistics and instructor preparation for upcoming short courses.

+ Regularly update and maintain documents to ensure alignment with goals of PacTrans to include best practices for diversity, equity, and inclusion.

+ Manage short course and other event logistics including travel arrangements, meeting schedule, conference room reservation, food and catering, announcement distribution following established processes and policies, and arranging honorarium payments to speakers.

+ Provides administrative support for PacTrans and WDI outreach and events such as short courses and annual conferences.

+ Managing Summer Program and Outreach event coordination and logistics including travel arrangements, housing, meeting schedule, conference room reservation, food and catering, and announcement distribution following established processes and policies.

+ Organizing and coordinating outreach events at K-12 schools

+ Coordinate, organize, and provide administrative support for special meetings and events as requested. Reserve rooms, arrange food or catering, and provide equipment and materials. Provide supplemental administrative support for large meetings and conferences managed by event staff, attend planning meetings as requested. Help clean-up after events, returning furniture, supplies, refreshments, and other leftovers to permanent storage.

+ Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.Scheduling

+ Serve as the scheduler for PacTrans and WDI

+ Schedule meetings with keen attention to duration, transportation time, and advance preparation time required.

+ Communicate with faculty, staff, and education partners, as well as external partners.

+ Attend Advisory Board and Subcommittee meetings to take notes and record recommendations and deliverable report-outs.Other Duties as Assigned

+ Participate in college/school meetings and contribute to committees.

+ Serve on event teams to support large events, conferences and summer programs.

+ Other duties as assigned. **MINIMUM REQUIREMENTS**

+ High school graduation or equivalent AND two years of experience in the program specialty. **DESIRED QUALIFICATIONS**

+ Bachelor's degree

+ Complex clerical knowledge.

+ Event coordination experience and/or managing logistics

+ Strong communication and interpersonal skills

+ Experience processing financial business transactions.

+ Related work experience (2-3 years)

+ UW Financial Systems including Workday, Catalog, etc.

+ Expense reconciliation experience

+ Event coordinator experience

+ Instructional design using Canvas LMS

+ Ability to work independently and in a team environment

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.