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Program Coordinator - Faculty Contracts, Travel, and Space Management

Bulletin number: 2013-029NJ

Opens: 6/21/2013

Closing date: 7/8/2013 at 5:00 p.m. PST

Note: Bulletin updated July 2, 2013 to reflect a change to the closing date. The College will be closed on July 4, 2013 in observance of Independence Day.

The Evergreen State College is committed to prohibiting discrimination and to building a diverse faculty and staff. We strongly encourage qualified persons of all races, ethnicities, and sexual orientations, people with disabilities, persons over forty, women, Vietnam Era and disabled veterans to apply.

There is currently one full time overtime-eligible Program Coordinator position available on the Olympia Campus of The Evergreen State College.  The candidate pool established from this announcement may be used to fill comparable permanent, full-time, part-time, and temporary vacancies in the future.

The Evergreen State College is a progressive, public liberal arts and sciences college located in Olympia, Washington, in the beautiful Pacific Northwest. Since opening its doors in 1971, Evergreen has established a national reputation for leadership in developing innovative interdisciplinary, collaborative and team-taught academic programs. The college has a vibrant undergraduate program, graduate programs, and public service centers that constitute a unique academic setting. The college values a student-centered learning environment, a link between theory and practice, and a multicultural community of diverse faculty, students and staff working together. Current enrollment is approximately 4,500. For more information about Evergreen, please visit our college catalog or our website:  http://www.evergreen.edu   


  • Salary is $2,482 - $3,213 per month of full time work.
  • Experience and training may be considered in salary placement.
  • A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; deferred compensation and optional supplemental retirement accounts.  For more information about Evergreen's excellent employee benefits, please view http://www.evergreen.edu/payroll
  • Staff are eligible for a free local bus/transit pass.
  • After completion of the probationary period, employees are eligible for the tuition waiver program.

Responsible for coordinating the faculty review provisions of the faculty Collective Bargaining Agreement, Faculty Handbook, and other applicable college policies to effectively manage the faculty review process. They will also track eligibility for professional travel and other faculty development opportunities, and coordinate office/space assignments for members of the faculty. 

This position is responsible for coordinating the faculty review process, professional travel awards and reimbursement, and office/space assignments.  Faculty review management includes duties such as utilizing systems (e.g., Banner, Excel Db, etc.) to track all types of faculty contract requirements, review statuses, evaluations, and reports.  In tandem with the Budget Dean this position manages the Professional travel budget which includes verifying eligibility, authorizing expenditures, processing faculty travel requests and preparing bi-annual budget worksheets.  Office/space planning and analysis revolves around assigning, scheduling, reassigning office space and authorizing related expenditures.

Under the general supervision of the Information Systems Project Manager, this position works closely with the other staff in the Deans Area, to provide a wide-range of academic support functions, including:  providing academic advice to students, faculty and staff; communicating policies and procedures to internal and external constituents; supporting faculty personnel management; providing project support; and providing administrative and clerical support to the Budget Dean.

Faculty Personnel Management - 50%
Faculty Contract and Review Management

  • Coordinate the faculty review processes from within the faculty Collective Bargaining Agreement, Faculty Handbook and other college policies to carry out faculty personnel management.
  • Oversee and maintain systems (e.g., Banner, Excel Db, etc.) to track all types of faculty contract review statuses and evaluations.
  • Create, analyze, and interpret reports based on faculty contract data.
  • Coordinate all regular and full-time adjunct faculty reviews including, conversion, reappointment, 3rd year and annual review processes based upon the United Faculty and Evergreen’s Collective Bargaining Agreement protocol and timelines.
  • Establish annual Deans Group Lists for review by Deans and maintain them for the Academic Deans Area.  Notifying faculty candidates of review processes and schedules.
  • Assemble review panels for Dean.
  • Coordinate and schedule review meetings, evaluation conferences, and program visits on behalf of all of the deans.
  • Ensure portfolios are available for reading.
  • Support the deans in the preparation of letters to the Provost as well as review candidates and panelists.
  • Track and add new faculty to designated Furlough Groups.

Faculty Commitment Tracking

  • Ensure that faculty teaching partners and commitments are tracked per the faculty Collective Bargaining Agreement 

Faculty Exit Process Coordination

  • Track and update systems (e.g., Banner, Excel Db, etc.) for all faculty employees separating from the college.
  • Notify these exiting faculty, in a timely manner, of the different steps they can take to return state equipment (e.g., keys, computers, ID, etc.) and/or resources (e.g., star pass, library status, archive documents, etc.).
  • Provide a list of exiting faculty in a notification to the different areas within the college that need to know about faculty separation.

Faculty Professional Travel Budget Management – 20%
Faculty Professional Travel

  • Process requests from faculty for professional travel allocations; following the Faculty Collective Bargaining Agreement policy for professional travel; verifying eligibility, preparing award letter for dean’s signature, notify faculty in writing of award.
  • Create and maintain updated bi-annual budget worksheets.
  • Authorize and generate travel authorities, expense vouchers, inter-budgetary transfers, and other necessary budgetary documents.

Space Planning and Analysis - 20%

  • Provide on-going organizational support for academic space assignments, including faculty offices and general building academic spaces not managed by Facilities.
  • Maintain database of faculty offices and their quarterly teaching assignments.
  • Determine faculty office assignments and independently assign offices to faculty, notify faculty of changes in office assignments.
  • Coordinate faculty office moves with key areas of the college.
  • Prepare space assignment documents for campus-wide distribution quarterly.
  • Authorize keys for use of space.
  • Authorize expenditure on budgets related to moves (including payroll and purchase and installation of phones, furniture, and bookshelves).
  • Communicate office changes to other areas of the college (i.e. Program Secretaries, TSS, etc.).
  • Coordinate the Area Managers meeting, including: create agenda and scheduling meetings.

International Studies Support – 5%
Administer Faculty/Student Exchange Programs.

  • Assist the Dean in coordinating faculty exchange programs.
  • Assume responsibility for J visas for the Provost and coordinate all faculty exchanges.
  • Assist with all communication between consortium/partnership programs and all affected areas of the College.
  • Coordinate renewals of consortium agreements and work with the International Studies Advisory board to decide on new consortium programs.

Study Abroad Support

  • Monitor study abroad specific program budget allocations.
  • Remain informed on Evergreen policies, and procedures for study abroad.
  • Develop and maintain current and comprehensive understanding of full- and part-time offerings with particular attention to those programs with study abroad components.
  • Remain informed and current on State Department regulations and global travel restriction resources and student responsibilities.
  • Serve on Study Abroad Advisory Board and/or appropriate sub-committees.

Deans Administrative Support – 4%

  • Regularly provide administrative and clerical support to Budget Dean by performing duties such as: managing the dean’s calendar, scheduling meetings, processing travel arrangements and reimbursements, monitoring desk budget, taking minutes, routinely provide training and advice regarding curriculum systems, policy, and procedures etc.
  • Act as Dean’s liaison with campus community and the public by intercepting, troubleshooting and solving academic problems relating to student/faculty and credit disputes, individual study contracts, registration, space, equipment needs, faculty, staff and students and any other issues related to the Budget Dean’s assigned desk duties.
  • Conduct research on special projects; design, distribute and evaluate questionnaires related to the Budget Dean’s assigned desk duties.
  • Represent the Budget Dean, and in some cases, facilitate academic project meetings (regarding space, budget and faculty development, etc.) on behalf the Budget Dean.

Deans Area Support - 1%

  • Document and maintain updated tasks and timelines associated with this position, in the areas listed: faculty personnel management, faculty professional travel budget, space planning and analysis, international studies support, dean support, and Deans Area support.
  • Assist other support staff with desk duties during peak times and during absences.
  • Some duties may rotate between support staff in the Deans Area, when capacity allows.
  • Participate regularly within Deans Area both in Dean/Staff and Staff meetings.
  • Participate on Search Committee DTFs to hire staff, deans and directors, when time permits.
  • Participate on college committees, as an academic division representative, when time permits.


  • Ability to read, interpret, and explain contracts and policies.
  • Knowledge of higher education academic issues, policies, practices and support systems for students and staff.
  • Ability to analyze, prepare and present effective presentations consisting of quantitative and qualitative data on program activities (e.g., field trips, van pools, etc.), budget expenditures, and space allocation.
  • Ability to track and maintain budget and other financial records and information. 
  • Knowledge and skill in research, including the internet.
  • Excellent written communications skills, including editing, writing and proofreading.
  • Ability to provide administrative and clerical support to a dean, director or equivalent including, drafting correspondence, managing appointments and calendars, and providing initial in-take from students, faculty and staff expecting to meet with the Dean.
  • Ability to create and maintain multiple electronic and paper information files.
  • Skill and ability to use standard office equipment, PC and Mac operating systems, and a variety of programs / software such as Microsoft Office (i.e., Word, Excel, Outlook, PowerPoint, and Access), Wiki tools, central databases, and website content management tools.
  • Ability to train others in using software and web-based tools.


  • Possess and display a high degree of diplomacy.
  • Ability to maintain a high degree of confidentiality.
  • Demonstrate self-motivation, independent initiative, positive attitude, flexibility and sensitivity to the perceptions of others.
  • Ability to work independently in organizing, planning, prioritizing work, setting timelines, and meeting deadlines.
  • Ability to work collaboratively in a team setting and effectively interact with a culturally diverse staff, faculty, students, parents, college administrators and the public.
  • Possess a high degree of accuracy and attention to detail.
  • Ability to solve problems creatively and collaboratively.
  • Excellent interpersonal, customer service and public relations skills.
  • Ability to think through proposed solutions to problems identify important and relevant questions and make suggestions for improvement.
  • Ability to establish and maintain good working relationships with other areas and staff on campus. 


  • This position is assigned to part of the college that is covered by a union shop provision and a collective bargaining agreement.  Employees are required to pay an amount equal to the fees or dues required to be a member of the union to the Washington Federation of State Employees within thirty days of their date of hire.
  • Must provide proof of identity and employment eligibility within three days of beginning work.
  • May be required to pass a pre-employment background check.
Please carefully read the job bulletin and submit all requested items by the closing date listed above.  The committee in its screening of applicants will assume your abilities and experience include only those elements specifically documented within your application materials.


1.    Possess the skills and abilities required to perform the position;
2.    Complete the General Application form (Word | PDF); and
3.    Complete a Key Skills and Abilities Inventory form (Word | PDF) to indicate your ability to perform the essential functions of the position.
4.     An Affirmative Action Data Sheet (Word | PDF). Note: Submission of this statistical information is voluntary.

By submitting a completed application for this position you are acknowledging that all of the information that you have submitted to apply for this job is true and complete to the best of your knowledge. You understand that The Evergreen State College may verify this information and that untruthful or misleading answers are cause for rejection of your application or dismissal if you are hired. If invited for an on campus interview, you may be required to pay your own travel expenses.

Materials may be submitted using any one of the following options:
Email: jobline@evergreen.edu
Mail: The Evergreen State College
Human Resource Services, Library Bldg Room 3102
2700 Evergreen Parkway NW
Olympia, WA  98505
Fax: (360) 867-6823
Or in person to the Human Resource Services office, Library Building room 3102.

Application materials submitted to the College become property of the College and will not be returned.

To request disability accommodation in the application process, call the Human Resource Services Office at (360) 867-5361 (voice), or (360) 867-6834 (TTY) or email your request to jobline@evergreen.edu.

The following text enables this job listing to be included in the National Resource Directory Job Bank

Program Coordinator

Date Posted: 6/21/2013

Responsible for coordinating the faculty review provisions of the faculty Collective Bargaining Agreement, Faculty Handbook, and other applicable college policies to effectively manage the faculty review process. They will also track eligibility for professional travel and other faculty development opportunities, and coordinate office/space assignments for members of the faculty.

Location: Olympia, Washington
The Evergreen State College