Program Specialist 2 - Educational Technology

Description GENERAL SERVICE JOB ANNOUNCEMENT Program Specialist 2- Educational Technology $42,444 - $56,676 annually Closes February 11, 2024 Telework schedule to begin after initial three-month training period.
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill Program Specialist 2.
This full-time permanent position is based in Olympia, Washington.
This position may be eligible for partial to near full-time telework.
Telework is a combination of in-building and off-site days.
We encourage interested candidates to visit the OSPI website to gain insight into our agency.
About OSPI and our initiatives OSPI is the primary agency charged with overseeing public K–12 education in Washington state.
Working with the state's 295 public school districts and 7 state-tribal education compact schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided a high-quality public education.
At OSPI, we recognize that our employees are the key to the success of the agency.
We are committed to our work but value the balance with our personal lives.
We demonstrate our commitment to employees by providing an environment that stimulates professional growth and values them for their expertise.
OSPI is a great place to work and has several initiatives to help create a great working environment, including: We support a healthy work/life balance by offering flexible/alternative work schedules and mobile and telework options.
(Depending on job duties and work location.
) We have an Infant at Work Program that is based on long-term values of newborns and infant-parent bonding.
Eligible employees who are new parents or legal guardians can bring their infant (six weeks to six months) when returning to work.
(Depending on job duties and work location.
) We value and are actively involved in promoting diversity, equity and inclusion within OSPI by way of cross-divisional, collaborative committee.
The focus of the committee includes employee engagement and education; reinforcing OSPI values; and maximizing the value of diversity and identifying strategies for inclusion.
Vision, Mission, and Values Vision: All students prepared for post-secondary pathways, careers, and civic engagement.
Mission: Transform K–12 education to a system that is centered on closing opportunity gaps and is characterized by high expectations for all students and educators.
We achieve this by developing equity-based policies and supports that empower educators, families, and communities.
Values: Ensuring Equity, Collaboration and Service, Achieving Excellence through Continuous Improvement, Focus on the Whole Child Equity Each student, family, and community possesses strengths and cultural knowledge that benefits their peers, educators, and schools.
Ensuring educational equity: Goes beyond equality; it requires education leaders to examine the ways current policies and practices result in disparate outcomes for our students of color, students living in poverty, students receiving special education and English Learner services, students who identify as LGBTQ+, and highly mobile student populations.
Requires education leaders to develop an understanding of historical contexts; engage students, families, and community representatives as partners in decision-making; and actively dismantle systemic barriers, replacing them with policies and practices that ensure all students have access to the instruction and support they need to succeed in our schools.
Position Overview This position will provide essential program support to the Elementary, Early Learning, and Federal Programs (EELFP) division.
This position is the principal support to the Director of Educational Technology (EdTech) and the overall EdTech department as well as the EELFP division.
While the position provides direct comprehensive administrative support to the Director, this role is also key in serving as support to the other staff members throughout the section as this position oversees, coordinates, and assists with all administrative functions of the EdTech section.
The Program Specialist performs complex duties, requiring planning, initiative, independent judgement, and informed collaboration with internal and external partners to ensure processes are followed and objectives are met.
Supporting programs and customers, this position contributes to the overall success of high quality EdTech programs for Program Supervisors, students, and educators, supports the role EdTech programs play in digital equity and implementing programs with high expectations and supports for students and educators.
Key Responsibilities K–20 Education Network Support District and ESD RITU lead for all Zoom-related communications.
Provide direct support to the K–20 Education Network K–12 districts which includes Zoom licensing distribution and K-20 Program Office communications.
Assist with the administration of the K–20 Education Network to include district communication and support in the processing of Form 479 and Letters of Agency (LOA) and district co-pay invoicing.
Manage state-wide district Zoom licensing through coordination with K20 Education Network Program Office.
Trouble shoot Zoom licensing issues and provide direct support to districts.
Manage outreach, collection, and tracking of necessary E-rate forms.
Develop and maintain database of school district information necessary for effective communications related to E-rate, Ed Tech, and Digital Equity initiatives.
Responsible for district outreach and follow up for all annual 479 forms to ensure certifying CIPA compliance.
Biennial Letters of Agency & Authority allowing OSPI and K–20 to apply for E-rate for K–20 Network.
Extract reports and analyze application data from the Universal Service Administrative Company (USAC)’s Open Data platform.
Evaluate and report on effectiveness of outreach to traditionally un- and under-served communities.
Identify applicants with upcoming deadlines; communicate, coordinate, and assist with meeting these deadlines.
Provide Administrative support, assist in the work of or perform tasks as delegated by the EdTech Director Assist with the Director’s calendar/email correspondence.
Assist with website updates, presentations, and feedback form/survey development.
Ensure all documents and presentations adhere to agency style and brand standards.
Assist with data management and tracking.
Create and proofread correspondences, policies, and procedures.
Coordinate and develop weekly/bi-weekly staff meetings and agendas.
Act as a liaison between EdTech and OSPI Administrative Assistants.
Develop meeting minutes for staff meetings.
Provide copying and editing support.
Plan and coordinate travel requests for staff and committee members.
Process travel reimbursements for staff and committee members.
Complete all meeting expense authorization forms and committee travel requests and reimbursements.
Maintain electronic filing system for EdTech files in a shared location for all staff to access.
Assist Director with hiring for the EdTech Program, which includes: recruitment, working directly with EdTech staff and HR, scheduling interviews and compiling interview packet materials (interview questions, schedule, applicant materials, etc.
).
Program Support & Customer Service Schedule/coordinate meetings/calendars and send out meeting requests for program staff, committee members.
Assist Program Supervisors with the legislative initiatives to include program invoicing, purchase request processing, and contract implementation.
Secure meeting room locations in various locations throughout Washington state.
Take meeting notes and distribute to workgroups and committees.
Place and manage orders for staff office supplies following agency process and protocol.
Onsite support including document/mail scanning and program materials support for shipping and receiving.
Assists Director in tracking/monitoring of the EdTech spending plan to include monthly report updates, regular meetings with the Director and fiscal analyst, invoice processing.
Coordinate all staff trainings to include scheduling, completing purchase requests per the agency process, Zoom setup/reserving meeting rooms, and prepping all training materials.
Maintain and update department website.
EdTech Program Management EdTech lead for Indigov communications and email distribution lists.
Oversite of department equipment purchases and maintain a list for all EdTech staff to include purchase dates and state tag ID numbers.
Monitor progress and work closely with the Artificial Intelligence (AI) initiative lead to ensure project is progressing as needed.
Review and analyze requirements and project need to identify appropriate planning and implementation of contracts, grants, and external communications; ensuring all align with agency requirements, required terms and conditions, and strategic goals.
Monitor project end dates and manage any related renewals in coordination with internal and external stakeholders.
Public Records Management Ensure all public records of the section are managed accordingly to appropriate state retention schedules.
Track all public records request.
Ensure files are retained according to the state retention schedule.
Other duties as assigned Required Qualifications: Bachelor’s degree or equivalent education/experience – equivalent experience is defined as office administration, fiscal, accounting, or budget roles.
Year for year experience may be substituted for education.
In addition to those required qualifications, our ideal applicant will also have some or all of the following: Experience in project management, or legislative work.
Experience in Microsoft Office (Excel, Word, PowerPoint, Outlook).
Desired Qualifications: Proficient with using Microsoft Teams and Microsoft 365/One Drive and the use of the Office Suite, especially with Microsoft Outlook, Excel, Word, and PowerPoint.
Proficient with FileMaker Pro, Adobe Acrobat, Smartsheet.
State fiscal/financial services experience including the use of DocuSign.
Experience with online survey tools, website administration and web-based e-mail subscription management systems.
Experience in detailed calendar management for supervisors.
Ability to review and work with data using Excel and other available data tools.
Possess strong writing and speaking skills: knowledge of proper English grammar, punctuation, correspondence formatting, proofreading, and using Plain Talk principles in a business setting.
Skilled in the use of Adobe Acrobat DC, and development of online forms/surveys.
Demonstrates strong knowledge of Office of Financial Management and State Administrative and Accounting Manual rules and regulations.
Skilled and knowledgeable of accessibility protocols for online documents, presentations, forms, etc.
Willingness to learn new processes and procedures, and technical skills and actively problem solve.
Compensation The annual compensation for the position is $42,444 to $56,676 per year and depends upon experience, educational background, and qualifications.
Geographic differentials may be applied based on work location of successful candidate.
Washington State offers a generous benefit package including health, dental and life insurance, retirement, and an optional deferred compensation program.
Please visit Health Care Authority for information regarding health benefits and the Department of Retirement Systems for retirement plan information.
This is a general service position.
This position is not represented by a bargaining unit.
Application Process Those interested in this position must apply through Careers.
wa.
gov.
Applications must include the following documents in MS Word and PDF format only: A letter of interest specifically addressing the qualifications listed in this announcement; A current résumé, and; A list of three or more professional references.
Please address any questions to: Sal Salazar, Human Resources Office of Superintendent of Public Instruction 600 Washington Street Southeast Olympia, Washington 98504-7200 360-725-6278: sal.
salazar@k12.
wa.
us Persons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at (360) 725-6270 or (360) 725-6066, or e-mail hroffice@k12.
wa.
us.
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wa.
gov.
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OSPI is an equal opportunity employer and encourages applications from job seekers who will contribute to our diversity.
OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability.
If you would like, please include your name and gender pronouns in your application, to ensure we address you appropriately throughout the application process.
Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in “Application Process.
”