Program Fee Specialist

University of Washington Medical Center; Seattle (WA); Hybrid; USD 89,000 - 96,000; Full time

Job summary

The University of Washington College of Engineering is seeking a Program Fee Specialist to manage program and course fees and support Engineering Student Organizations, ensuring compliance and financial stewardship. You will coordinate fee planning, data management, reporting, and continuous improvement initiatives across departments.

Reporting to the Director of Policy & Administration, the role includes collaboration with Marketing, departments, and UW Connect Finance, with a hybrid remote

Qualifications

• Bachelor's degree required in natural science, social science, engineering or humanities discipline.
• Three years of related work experience including project/program management, data tracking, and administrative support responsibilities.
• Applicants who do not meet qualifications will not be forwarded to the Hiring Manager.

Responsibilities

• Manage logistics of the Engineering Program Enhancement Fee, including annual proposal review, selection, and reporting.
• Develop and lead norming training for the selection committee.
• Prepare financial information and materials for annual reporting to stakeholders (College, University, public websites).
• Track Engineering Program Enhancement Fee data and maintain reporting for oversight and decision making.
• Plan communications with Marketing & Communications to ensure messaging reaches the intended audience.
• Ensure timely review of allowability of expenses across projects and departments.
• Provide purchasing coordination support for ESOs, including coordination with the Engineering Shared Environment and UW Connect Finance.
• Manage and track CoE course fees, ensuring compliance and timely updates.
• shepherd course fee requests from initiation to implementation and reporting.
• Develop strategies to improve CoE program/fee/ESO administration landscapes.

Education

Bachelor’s degree in natural science, social science, engineering or humanities discipline

Tools

Microsoft Office

Google Workspace

Zoom

Microsoft Teams

Job description

Job Description

The College of Engineering’s Office of Academic Affairs Policy and Administration team has an outstanding opportunity for a Program Fee Specialist to join their team.

About this Opportunity

Reporting to the Director of Policy & Administration, the Program Fee Specialist manages engineering program and course fees and supports Engineering Student Organizations to ensure effective operations, compliance, and financial stewardship. This role coordinates fee planning and implementation across College of Engineering departments while supporting data management, reporting, and continuous improvement initiatives.

Key Responsibilities

Engineering Program Enhancement Fee Administration (40%)

• Manage/Coordinate all logistics of the Engineering Program Enhancement Fee including supporting the annual proposal review, selection, and reporting process.
• Support the Engineering Program Enhancement Fee selection committee by developing and leading norming training.
• Prepare Engineering Program Enhancement Fee financial information and materials to multiple levels of detail for annual reporting to a variety of stakeholders (College, University, public-facing websites).

Reporting and Communication (20%)

• Manage and track Engineering Program Enhancement Fee data; develop and maintain reports and other briefings related to the effectiveness of the Engineering Program Enhancement Fee.
• Plan communications in collaboration with Marketing & Communications and departmental communications leads to integrate the College’s Engineering Program Enhancement Fee communication efforts and ensure that messaging reaches the applicable audience.
• Manage and take on a lead role in ensuring timely review of allowability of expenses.

ESO/RSO Administration (15%)

• Partner with and support departments to help manage financial logistics of the College’s Engineering Student Organizations (ESO), including tracking compliance and requirements involving use of University-housed student organization funds.
• Provide departments with purchasing coordination support for ESOs, including coordination with the Engineering Shared Environment (ESE) and submitting requests through UW Connect Finance.

Engineering Course Fee Administration (15%)

• Manage and track CoE course fees; review requests for compliance and support departments through needed updates.
• Shepherd course fee requests from initiation to implementation ensuring College and University deadlines are met.
• Build and maintain system for reporting on CoE course fees including those associated with departmentally administered courses related to ESO activities.

General Policy & Administration Responsibilities and Team Support (10%)

• Develop strategies to build and improve CoE’s program fee, course fee, and ESO administration landscapes.
• Respond to public records and internal audit requests as appropriate.
• Support and contribute to the broader responsibilities of the Office of Academic Affairs, the OAA Policy & Administration Team, and the Director of Finance.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor’s degree in natural science, social science, engineering or humanities discipline.

• Three years of related work experience that must include all of the below:

  • Project/program management or equivalent;
  • Tracking information (e.g., financial, general) and ensuring compliance with established standards; and
  • Providing administrative support, including scheduling meetings, preparing agendas, and taking meeting minutes.

• Applicants who do not meet these qualifications or the equivalents WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Demonstrated experience with messaging and engaging with a wide range of stakeholders.
• Ability to identify areas for improvement, set priorities and initiate solutions as a strong independent contributor and collaborative team member.
• Demonstrated organizational skills including effectively managing various tasks in the context of a fast-paced environment while ensuring attention to detail, accuracy and quality results.
• Demonstrated ability to successfully plan and execute small and large-scale projects.
• Excellent analytical and problem-solving skills.
• Strong proficiency in Microsoft Office and Google Suite and using web-based conferencing/meeting technologies such as ZOOM or Microsoft Teams.

Preferred Qualifications

• Experience working in a higher education environment
• Experience working with student organizations in higher education setting
• Three years of related working experience in marketing or communications or equivalent.

Working Environment

This position must be able to work Monday through Friday, 8am-5pm PT. This position is expected to work in person, with options available for a hybrid remote schedule.

About the Team

The University of Washington College of Engineering is dedicated to fostering a collaborative environment where students, faculty, staff, and partners work together to advance engineering education, research, and public impact. Through student-centered programs and initiatives, the College enhances the student experience and supports opportunities that benefit our communities, the state of Washington, and beyond. For more information about the College of Engineering, please visit https://www.engr.washington.edu/.

Compensation, Benefits and Position Details

Pay Range Minimum:

$88,800.00 annual

Pay Range Maximum:

$96,000.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 [e-mail].

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.