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Assessment, Certification, and Records Specialist

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Position Description

Seattle University has an opportunity for an Assessment, Certification, and Records Specialist to join the College of Education. This position reports directly to the Associate Dean for   Academic and Student Services. The specialist supports three main functions: supporting assessment and accreditation processes, coordinating and facilitating certification activities, and supporting records and registrar functions in the college. To these ends, although the position does require a current understanding of data systems and the ability to handle basic data and reporting-related tasks such as college and manage data, the position also requires an advanced ability to think about how to situate data and data systems within continuous improvement processes in higher education. The specialist collaborates with and serves as a point of contact with internal constituents, community partners, and government and regulatory stakeholders.

Essential Job Functions

Assessment & Accreditation
•           Supports assessment and accreditation processes using a continuous improvement framework designed to inform and facilitate meaningful decision making and meet reporting requirements as mandated by institutional and external stakeholders. These processes include, but are not limited to, university assessment and accreditation activities, enrollment activities, program approval and accreditation, and federal reporting requirements. 
•           Collaborates with faculty and staff to generate data queries, develop data management plans, collect and maintain data and information, check source data to verify completeness and accuracy, enter and code data, prepare and manipulate databases, compute and analyze data using statistical formulas through computer assistance, compile reports that describe and interpret findings of analyses, and participate in the publication and submission of data or information. 
•           Implements and administers web-based applications, including the college’s course evaluation and survey platforms, learning management system, assessment management systems, and using various university student information systems. 
•           Collaborates with both internal and external stakeholders to monitor and administer appropriate policies and procedures in the execution of these tasks. 
Certification & Endorsements
•           Supports the development, coordination, and administration of the certification office. 
•           Serves as the primary point-of-contact for internal and external inquiries and activities related to certification for the college’s educator preparation programs. 
•           Serves as a liaison to the Office of Superintendent of Public Instruction (OSPI), the Professional Educator Standards Board (PESB), and other stakeholders such as school district and university personnel in matters related to certification. This includes collaborating with these stakeholders to remain apprised of changes in certification requirements and engage in related policy discussions.
•           Supports all aspects of processing and validating certifications, including managing certification applications and documenting certification requirements related to admissions, testing, fingerprinting, character and fitness affidavits, Office of Professional Practice (OPP) investigations, field experiences, endorsements, and degree completion. 
•           Evaluates information on applications to verify completeness, accuracy, and eligibility issues, and prepares applications for timely recommendation.
•           Processes all requests for certification records and degree completion for candidates and graduates in educator preparation programs.
•           Maintains current knowledge base of existing and emerging certification regulations, guidance, and developments in the field of educator preparation at the state and federal levels. 
•           Advises faculty, staff, students, and prospective students on certification requirements under the direction of the associate dean. This includes collaborating with faculty
and staff to recommend necessary certification-related modifications to policies and procedures of educator preparation programs. 
•           Assists in updating certification requirements in handbooks and electronic resources such as the program website and the academic catalog.
•           Supports the collection, analysis, and reporting of data related to certification activities, consistent with assessment and accreditation responsibilities listed above. 
•           Supports the development and administration of data systems that are compliant with state and federal regulations. 
•           Uses web-based applications and software programs to create, maintain, and enter information into databases, including the OSPI web-based electronic certification application.

Records & Registrar Functions
•           Supports records and registrar functions. 
•           In coordination with university and college stakeholders, supports the development and implementation of university and college data and records policies and protocols, including those related to retention, processing and retrieval, compliance, security, access, and completeness and accuracy. 
•           Coordinates time and location logistics for both courses and final exams. Assists in the analysis and resolution of scheduling issues for the effective use of university and college resources. 
•           In collaboration with faculty and staff, maintains accurate college and program content in the university catalog, course scheduling platform, and course registration systems. 
•           Interfaces with the course scheduling platform and student information system for analysis and reporting of enrollment data and information. 
•           Serves as a point-of-contact with the Office of the Registrar, information and technology services, and institutional research.
•           Organizes and develops a procedure manual of tasks relevant to the above job functions and provides cross-training when deemed necessary by the associate dean.
•           Understand and demonstrate the mission, goals, and vision of Seattle University.
•           Other tasks as assigned by the associate dean.


Minimum Qualifications
•           Bachelor’s degree in a field such as education, social work, public policy, business administration, or a related field.
•           Three years of experience in data collection, analysis, and reporting, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
•           Working knowledge of database management.
•           Advanced skills in Microsoft Excel, Word, and Outlook.
•           Knowledge of basic statistical concepts and processes.
•           Working knowledge of office equipment, including computers and calculators.
•           Strong organization skills with an aptitude for attention to detail.
•           Highly self-motivated and self-directed and able to exercise initiative and work independently.
•           Demonstrates follow through and fulfills responsibilities in a timely manner.
•           Ability to maintain confidentiality.
•           Strong oral and written communication skills and the ability to communicate with a variety of constituents in both education and regulatory contexts.
•           Strong interpersonal skills with the capacity for working collaboratively.
•           All candidates must show a demonstrated commitment to diversity and the university’s mission, vision and values.
•           This position requires a criminal history background check.

Preferred Qualifications
•           Advanced experience working with data management systems or similar systems (e.g., Qualtrics, Canvas, and LiveText), especially those situated in higher education
•           Knowledge of and experience with Washington state certification requirements for educators and both state and federal regulatory contexts.
•           Knowledge of and experience with Washington state and federal data reporting requirements for educator preparation programs.
•           Knowledge of data and records privacy laws and best practices.
•           Experience working in or with higher education institutions or K-12 schools.
•           Knowledge of and experience in survey design and development.
•           Experience in course scheduling and other related registrar functions.
•           Knowledge of and experience with implementing continuous improvement processes.

Seattle University, founded in 1891, is a Jesuit Catholic university located on 50 acres in Seattle's Capitol Hill neighborhood. More than 7,400 students are enrolled in undergraduate and graduate programs within nine schools and colleges. U.S. News and World Report's "Best Colleges 2017" ranks Seattle University 8th in the West among universities that offer a full range of masters and undergraduate programs. Seattle University is an equal opportunity employer.

In support of its pursuit of academic and scholarly excellence, Seattle University is committed to creating a diverse community of students, faculty and staff that is dedicated to the fundamental principles of equal opportunity and treatment in education and employment regardless of age, color, disability, gender identity, national origin, political ideology, race, religion, sex, sexual orientation, or veteran status. The university encourages applications from, and nominations of, individuals whose differing backgrounds, beliefs, ideas and life experiences will further enrich the diversity of its educational community.

Application Instructions

Applicants are also strongly encouraged to attach an electronic cover letter and resume when applying. Persons who need assistance with the recruitment process may contact the Office of Human Resources at: 206-296-5870.

Seattle University
901 12th Avenue
Seattle, WA 98122