Continuing Education Coordinator

Job Description

The Alliance for Professional Development, Training and Caregiver Excellence is hiring a Full Time Statewide Continued Training Coordinator 

The Alliance for Professional Development, Training, and Caregiver Excellence (The Alliance) is a partnership between the UW School of Social Work; Washington State Department of Children, Youth and Families (DCYF); Eastern Washington University School of Social Work; UW Tacoma School of Social Work and Criminal Justice; and Partners for Our Children. 

The Alliance works to increase the capacity of Washington’s social workers, partners and foster caregivers to support community wellness. We provide education and programs in a variety of modalities so that each adult learner can retain the skills needed to continue to succeed.

The Alliance works within the University of Washington School of Social Work (SSW).  At the SSW, we commit ourselves to promoting social and economic justice for poor and oppressed populations and enhancing the quality of life for all. We strive to maximize human welfare through education, research, and public service. We embrace our position of leadership in the field of social work and join in partnership with others in society committed to solving human problems in the twenty-first century. 

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. 

In this role, you will coordinate the scheduling and logistics for in-person and webinar-based learning events, including simulation. You will schedule guest presenters or training partners, such as individuals with lived experience in the child welfare system, actors or legal professionals. You will be responsible for supporting the West Seattle and University training locations. Your primary work location will be the West Seattle Training Hub. Managing these training locations will include acting as the Alliance contact for these locations, supporting in-person class set-up (most often for simulation), scheduling and booking rooms, and room monitoring. The Training Coordinator works closely with Alliance Development and Facilitation Specialists, Coaches and contracted trainers who train in the training facility as well as DCYF staff who wish to use the location for training or meetings. The Training Coordinator will also work in partnership with the Department of Children, Youth and Families staff, Tribal Partners and others as may be identified to schedule and plan classes based on the Annual Training Plan.  

Each year, the Alliance delivers approximately 2,000 trainings to foster parents, kinship providers, and WA state DCYF child welfare employees.  The Statewide Foundational Training Coordinator will primarily be responsible to schedule and support Workforce Core (WFC), the training required for all new case-carrying child welfare workers in Washington.  New cohorts of this 9.5 week training start on the 1st and 16th of every month and there are always 4-5 cohorts running consecutively.  Over time, you may become responsible for supporting the scheduling of other foundation training courses.

Work Schedule 

• 100%, Full time 

• Monday – Friday, generally 8am – 5pm

• Day shift

• Mostly in-person at the West Seattle Training Hub:  4045 SW Delridge, occasional hybrid work

Duties 

60% - Training Scheduling, Coordination, and Communication:  

• Coordinate and implement the end-to-end logistics for webinar and in-person learning events for Workforce Core (WFC) training:  
• Collaborate and partner with the Statewide Foundational Administrator and/or Regional Development and Facilitation Supervisors to schedule training events.   
• Schedule Experts by Experience for Parent Ally Panels 
• Schedule Actors for Interview Simulations 
• Schedule Legal Professionals for Court Hearing/Trial Simulation.  
• Manage communication with Development and Facilitation Specialists regarding the Parents, Actors, and Legal Professionals scheduled for their training. 
• You will be present during in-person training times at either the West Seattle Training Center or the UW School of Social Work Seattle Campus.  
• Manage and communicate about enrollments to Alliance Leadership. 
• Create and maintain staff logistics documents  
• Arrange interpreters as needed. 
• Coordinate with Alliance Contracts Manager to support contract creation and monitoring.  
• Review and approve honorariums and other payments for the training partners.  
• Support Legal partners who require travel arrangements and reimbursement in completing the required forms and communicating with the Alliance Fiscal Team.  
• Track and maintain course data in SmartSheet (includes training titles, dates, start and end times, training hours and facilitator) 
• Receive or review attendance logs, record attendance in the learning management system, and store logs for records management and summarize training attendance information. 
• Build WFC cohort calendars, coordinating around holidays, Alliance meetings and other barriers to that training’s success.  
   

20% - Management of the Learner Experience 

• Ensure participant experience is optimal in space provided 
• Keeping learning spaces/tables/laptops organized and accessible to learners 
• Ensuring participant manuals, activities and facilitator supplied technologies or items necessary for learning are available and operational 
• Ensure access to services and room/location rules/restrictions are communicated to participants and facilitators 
• Support the Quality Assurance and Data Information Manager in data collection regarding regional activities used to create monthly, quarterly, and annual reports.  
• Request, organize and maintain headcount reports to maintain accurate records for all regions and learning offerings.  
• In collaboration and consultation with the Quality Assurance Data Information Manager, design and create visual dashboards and presentations to showcase the impact of learning activities.  
   

 15% - Training Center responsibilities 

• Create and maintain room schedules for Alliance West Seattle Training Hub and maintain reservation records 
• Coordinate with DCYF building managers, Area Administrators, and Regional Administrators on matters related to building use, maintenance, safety protocols, and updates, including COVID-19 prevention plans.  
• Monitor training rooms and/or virtual training environments, which could include some evenings and weekends. 
• Provide on-site technical support for video and audio use and Zoom training delivery, which could include some evenings and weekends.    
• Manage training materials (e.g. order workbooks, handouts, swag, office supplies) and  
• Maintain site training rooms, ensure that electronic equipment is in working order, including copiers/printers, computers, internet access, cameras, and microphones used to deliver training.   
   

 5% - Other Duties as Assigned 

Minimum Requirements: 

• Bachelor's degree in communications, marketing, business, project management, or related field 
• At least two years of related work experience  in administrative support, project management or office management

Additional Requirements: 

• Demonstrated experience serving in a pivotal role responsible for organizing activities and information. 
• Experience working in a structured organizational process involving planning and implementing an ongoing proactive improvement process to provide quality outcomes.  
• Knowledge of and experience with scheduling and logistics, customer service, data collection, extraction and reporting.  
• Knowledge and experience with Learning Management System software, online survey tools, project planning, Excel and SmartSheet.  
• Demonstrated understanding of working in a collaborative community environment, building relationships, and managing expectations within those relationships is required.  
• Ability to build relationships, provide assistance, be a resource, work independently and take initiative. 
• Equivalent experience may substitute for degree requirement 

Desired Qualifications: 

• Ability to connect, engage and collaborate effectively with diverse learners and Alliance partners, including DCYF and tribal communities.  
• A love for teamwork and collaboration with the statewide team, balanced with an ability to be self-directed.  
• Ability to learn, understand and interpret technical data, systems and platforms.  
• Logistical experience scheduling and coordinating resources with multiple complexities. 
• Proficient in virtual and learning management systems (e.g. WebEx, Microsoft Teams, Zoom). 
• Proficient in Office Applications (e.g. Google Suite, Word/Excel/PowerPoint/Keynote, Survey Tools and Tableau), SmartSheet, and Learning Design Authoring Tools (e.g.] Articulate Rise, Storyline) an advantage. 

Cover Letter Requirement:

• An introduction

• State the specific position for which they are applying

• A summary of how your qualifications, skills, and experiences align with the key responsibilities and requirements of the position.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 dso@uw.edu. 

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.