Employment opportunities

Position description

Position title: Programs Coordinator - Assessment and Compliance

Reports to: Director of Extended Learning

Position summary:

The Program Coordinator – Assessment and Compliance for the Extended Learning Division based at JBLM-Main provides administrative support to the associate dean for the Extended Learning Division and ensures all facets of the divisions’ compliance with Department of Defense and state policies in support of academic programs. This position also oversees division bookkeeping processes, academic classroom assignment, student academic advisor appointments, and oversees all university Joint Base Lewis McChord ingress and egress policies and procedures. This position may be the first point of contact, in person and by telephone, for current and prospective students, parents of students, university faculty and staff and the public.

Mission and strategic plan

This position supports Saint Martin’s University third imperative to “Grow our Community” by recruiting, engaging and guiding adult learners (military and civilian) to explore and define their academic and career goals at Saint Martin’ University and emerge as successful alumni that value the education they have received and are ready to share their knowledge and experiences with the world. The new position also supports our Fourth imperative: Evolve the Definition of University supporting Objectives 4.2, 4.3, 4.4 and 4.5 and the Fifth Imperative: Continually Investigate and Integrate Alternative Methods of Teaching, Learning Objective 5.1.

Level of supervision and supervisory responsibility

General Supervision: The employee carries out recurring assignments without specific instruction. The supervisor intercedes and provides direction for only new or unusual problems which involve deviations from normal policies, procedures and work methods. The employee’s work is reviewed upon completion and only periodically to verify compliance with policies and procedures.

Responsibilities and essential functions

Assessment and Compliance

  • Assist the director and associate dean in ongoing division assessment by collecting, reporting and interpreting qualitative and quantitative data. Ensures that the Extended Learning Division promotes and supports core themes through the implementation of the division’s strategic direction.
  • Ensure that the Extended Learning Division is in compliance with federal legislation/regulations related to accessibility and with state, Department of Defense, and federal Title IV requirements. Prepare and make available reports on accessibility for state and federal officials.
  • As part of the distance education admission and continuing educational process, ensure compliance with federal distance education legislation and policy. Contact college officials responsible for coordinating out of state distance education to determine online program requirements; make recommendations as to whether or not the requirements are feasible for SMU to commit. Maintain state authorization data and keep updated to policy and changes related distance education programs. Develop and monitor a process for contacting and reporting on student’s location. Maintain and confirm demographics of SMU students living outside of the state of Washington. Notify students and registrar if their status changes due to their location change.

Administrative Support

  • Provide confidential administrative support to the director and associate dean as it relates to student, program or military issues. Oversee the campus’ student staff and faculty appointment system for degree-seeking student academic advising, the director and associate dean.
  • Perform fiscal transactions including receipt and verification of student tuition payments, general bill payments, and transcript fees. Posting daily cash receipt into Power Campus daily. Work with the Office of Student Financial Services to ensure students’ accounts are accurate.
  • Coordinate with the director and/or the associate dean to update student degree program information/materials for graduation requirements.
  • Prepare student demographic tracking sheets, individual class and attendance rosters for faculty and administrative use at registration and on first day of classes. Coordinate and assess Lacey campus student requests for attendance at extended learning campuses through close professional relationships with deans and the Office of the Vice-President of Academic Affairs.

Events Planning and Coordination

  • Oversee all promotions and events which highlight University academic programs at both Joint Base Lewis McChord campuses and off campus.
  • Coordinate and assist with all aspects of professional staff development workshop and training.
  • Maintain a complete inventory of graduate applications and works directly with the director of extended learning campuses for compilation in support of semi-annual Service Members Opportunity College graduate reports.
  • Assist with planning and organizing graduation ceremonies for, both military and SMU. Liaise with SMU registrar’s office and coordinator for the military graduation.
  • Participate in and coordinate JBLM education fairs by distributing brochures, pamphlets, and schedules containing undergraduate and graduate degree program information and requirements.


  • Associates degree from an accredited college or university.
  • Experience working for the military organizations required.
  • Previous experience in an academic/administrative office environment with complex financial aid University, Washington State, and federal regulations preferred.
  • Successfully pass a criminal background check.


  • Stays apprised of current policies, legal and ethical issues in advising, transfer and higher education including the Family Educational Rights and Privacy Act (FERPA).
  • Composes letters, memos, emails, spreadsheets, reports and other written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar.
  • Takes great care to input data and prepare documents accurately and reviews all work before submission.
  • Inputs student admission, registration and other sensitive Privacy Act academic information into computer network systems such as Power CAMPUS in a timely manner.
  • Communicates professionally with the various offices of Saint Martin’s University.
  • Must be comfortable with multi-tasking, and demonstrate organizational and managerial skills while meeting deadlines.
  • Operates a variety of standard office equipment and computer software applications such as word processing, spreadsheet, learning management system, Self-Service, email, the internet requiring continuous or repetitive arm-hand movements.
  • Willing to learn and assume new tasks as processes change due to technology and support requirements.
  • The ability to effectively and clearly communicate university academic policies, procedures, and degree requirements.
  • Provide exceptional customer service when communicating orally with customers in a face-to-face, one-to-one setting and in a group setting (gives instructions, information and responds to questions).
  • Ability to keep pace with the high demands of the department and the position.
  • Ability to maintain confidentiality.
  • Establish and maintain effective working relationships with diverse individuals including prospective students, current students, staff, faculty, administrators, and the general public.
  • Must be supportive of a Catholic, Benedictine philosophy of education.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Move heavy objects (less than 50 pounds) long distances (more than 20 feet).
  • Ability to be mobile campus wide for business needs.
  • Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
  • Reading, writing, speaking, hearing, standing, bending, sitting.
  • Learning and comprehending.
  • Requires visual concentration on detail.
  • Manual dexterity and precision required for keyboarding
  • May occasionally be required to deal with distraught people.
  • Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
  • Must be able to communicate effectively with people at all levels under stressful conditions.
  • Must maintain strict confidentiality relating to all issues in the department.

The principles of the Catholic Benedictine tradition, equal employment opportunity, and nondiscrimination are fundamental to the mission, goals, and objectives of Saint Martin’s University. The University does not discriminate in employment or in the delivery or administration of its educational programs, policies, scholarship and loan programs, athletic or other University programs on the basis of sex, sexual orientation, race, color, religion (except as a bona fide occupational qualification for certain select positions), marital status, national or ethnic origin, military or veteran status, age, or disability.

Students or employees with concerns or complaints about discrimination on the basis of sex in employment or an education program or activity, or any other inquiries related to the University's non-discrimination policy, may contact the following individual:

Cynthia Johnson
Director of Human Resources/Title IX Coordinator
5000 Abbey Way SE, Lacey WA 98503

Consistent with the requirements of Title IX of the Education Amendments of 1972 and the regulations adopted under that law, the University has designated the above individual as the University's Title IX Officer, responsible for coordinating the University's Title IX compliance. Individuals may also contact the Office for Civil Rights, U.S. Department of Education, 915 2nd Avenue, Room 3310 Seattle, WA 98174-1099, Telephone: (206) 220-7900, TDD: (206) 220-7907.