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University of Washington in Seattle, Washington
Date Posted 11/05/2021
Admin-Other Administrative Positions
Employment Type
Application Deadline Open until filled

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.

The Department of Pharmaceutics in the School of Pharmacy has an outstanding opportunity for a full-time Graduate Program and Operations Manager. This individual is responsible for managing graduate student advising and recruitment across Pharmaceutics PhD and MS graduate programs, Outreach, Education and Events Management and Marketing. This position will directly report to the Graduate Program Director and faculty, and the Department of Pharmaceutics Administrator. The Graduate Program and Operations Manager is accountable for program results. 


Graduate Education and Training Program Management/student advising:

The Department of Pharmaceutics encompasses multiple programs –

PhD in Pharmaceutics (3-5 incoming students per year); 

Postdoctoral (Post-PhD) scholars (2-4 incoming fellows per year); 

MS in Pharmaceutics (3-5 incoming students per year); 

Visiting scholars

Manage concurrent yet distinct academic/scholarly cycles for all of the Graduate Programs.

Act as a resource for faculty, students and staff for Department of Pharmaceutics, School of Pharmacy and UW Graduate School processes and procedures

Work closely with the International Students Services Office (ISS) to support the growing population of international students and scholars- manage visa and I-20 processes, housing, English proficiency requirements, work limitations, orientation, and successful adjustment to graduate school in the US

As a member of the Graduate Program Leadership Committee, schedule and set agenda for regular committee meetings to plan and assess program needs, to monitor students’ progress on meeting their requirements, advise students, determine deficiencies and ways to address them. 

Review and revise the Department of Pharmaceutics Graduate Student Handbook each year with updates to curriculum, processes, deadlines, and other pertinent information that may change from year to year.

RA&TA Appointment Management - advise all new RA/TA appointees and their faculty advisors on policy and procedure. As necessary, coordinate with Department of Pharmaceutics re: hiring, appointment letters, union contract information and requirements, benefit information and deadlines, payroll processing and advertising of available positions

As needed, serve on departmental committees (Program Oversight, Curriculum, Admissions, General Exam) attend quarterly meetings of campus Graduate Program Coordinators and Advisors, and other campus-wide meetings and workshops regarding Graduate Programs and International Scholars

Oversee completion of evaluations, exit interviews

Outreach, Recruitment and Admissions

Manage outreach and recruitment strategies for PhD and MS programs

Each program follows a unique process that is ongoing throughout the year and includes:

preparation and dissemination of application information

troubleshoot and navigate MyGrad application process for students

responding to inquiries from prospective applicants

managing the admissions process, orientation of new students,

monitoring student progress, help coordinate general exams and defense

coordinating participation in the UW graduation ceremony

Direct visit planning and faculty/student outreach for prospective and accepted applicants 

Evaluate success of recruitment efforts and identify new and better ways to define and market the Department’s academic programs. 

Represent the Department at University and other recruitment events. 

Build community for the Department, students and alumni by working collaboratively on programming and special events. 

Improve systems for the management of student and alumni information. Supervise maintenance of student files, and direct annual review of records retention. 

Work closely with SOP Office of Advancement to create and implement processes to inform and engage alumni using social media including Facebook, Twitter, and LinkedIn.  

Curriculum Specialist

Process all course and curriculum changes, ensure compliance with School curriculum committee and UW curriculum office.?

Exercise independent judgment in interpreting and applying rules and
regulations as they relate to curriculum requirements.?

Manage logistical aspects, coordinate, schedule, and monitor activities
relating to the curriculum to assure consistency with department and SOP
needs, and university requirements. Reserve rooms for classes/seminars/meetings

Assist faculty with course evaluations and grading.

Oversee the production and communication of curriculum materials and information, including print and electronic, course websites and copyright protected material
used in lecture notes. 

Serve as the department contact person for information on the curriculum and
as administrative member for PCEUT on the SOP Curriculum Committee.

Ensure compliance with all university, partner organization, state, and federal policies. 

Organize and lead Department of Pharmaceutics response to university or external reviews (e.g., 10-Year Program Review by UW Grad School, School accreditation). 

Other duties as assigned

Educational Event Management:

Plan and implement full-scale, comprehensive, logistical arrangements for Pharmaceutics program events and for visiting speakers- scheduling, arranging travel, booking venues, catering, identifying technical/AV needs, preparing event materials. Events include, but are not limited to the Annual Corporate Advisory Board Meeting, Alumni symposia and Annual Department Retreat

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.


Bachelor’s Degree in Public Health, Education, Communications, International Studies or related field

Three to four years experience successfully managing complex projects and programs with accountability for targeted results and outcomes

Ability to skillfully assume ownership over complex and/or novel processes and projects. 

A highly driven and self-directed individual with the ability to collaborate with diverse populations and stakeholders.

Experience with, or the ability to successfully navigate large, complex organizations or bureaucracies – ideally around academic research, graduate education and/or large public flagship institutions

Experience with, or the ability to understand higher education graduate student development and career advising theory and practice 

Proven track record of successfully managing competing, often shifting priorities while maintaining grace under pressure

Ability to operate in situations of uncertainty, and troubleshoot challenges independently while demonstrating appropriate judgement  

Creative, self-starter who has the ability to appropriately respond to changing needs 

Ability to interpret and communicate to others complex program policies and procedures. 

Excellent written, oral, and interpersonal communication skills, with attention to detail, and ability to work with faculty, staff, students, industry partners, and the public

Ability to express oneself clearly and empathetically in interactions with others in all forms of communication (verbal and written, one-on-one and group);

Ability and flexibility to work independently in a team environment juggling multiple responsibilities 

Proficiency with Microsoft Word, Excel, and PowerPoint for producing correspondence, special reports, spreadsheets, databases, forms, and more. 

Proven ability to maintain strict confidentiality

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired skills:

Master’s degree in public health, student affairs, education, social work, international studies, or related field 

Long term/career interest/commitment to academic program leadership and management, admissions, recruitment and diversity in higher education

Two to three years’ experience advising students in an academic or research setting

Enthusiasm for work with graduate and professional students, and alumni. 

Experience using and modeling the use of data and analysis, assessment and technology in the recruitment, yield and communications work of in graduate education 

Excellent knowledge of the barriers that students face while preparing for postsecondary education, education reform, the challenges facing low-income, first generation, and minority student populations

Advanced knowledge of recruitment and enrollment strategies 

Knowledge of UW travel procedures

Experience with UW administrative systems including MyGrad, Workday, Ariba, Canvas, Catalyst, MyfD, 

Experience working with international students and graduate students

Experience with adobe applications or other desktop publishing platforms

Facility with graphic design, content layout and development, social media management

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 Workforce 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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