Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group.
The primary function of UW Real Estate as a central services organization is to provide real estate services to achieve the University’s institutional goals with sound stewardship of owned and leased assets at all campuses and in a variety of locations in the state of Washington, across the United States, and internationally.
This position is an integral part of the following:
• Transaction coordination & communication • Abstracting and data quality assurance • Management of property rights • Project support for real estate acquisitions, dispositions & gifts
We have an outstanding opportunity for a Real Estate Transaction Administrator to provide support for all transactions managed by the UW Real Estate Office. This position utilizes specialized knowledge of real estate contracts, PM Web and Yardi real property & financial management systems to manage documentation and ensure that transactions are timely executed, recorded and monitored. The Transaction Administrator must work independently to meet very specific deadlines including those set forth in legal contracts, resolve problems, and make recommendations to management. The work requires an understanding of real estate practices and procedures, as well as familiarity with a wide variety of project types such as purchases, sales, gifts, leases, easements and permits.
The Transaction Administrator enters transaction projects at inception into PM Web, with data points collected during the lifespan of a project and then transitioned in the real property & financial management system, Yardi. Attention to detail is critical to ensure the University complies with contractual terms over time. The position requires working with a wide range of university stakeholders, as well as vendors, landlords and tenants to ensure that the flow of information is effective and all team members are meeting deadlines. Independent judgement is necessary for this position, particularly in communication with customers and partners, and in management of stressful situations and changing priorities. The position requires ability to anticipate and recognize problems and identify how to resolve issues or improve processes.
Primary Duties and Responsibilities
Transaction Coordination & Communication (35%)
•Initiate project, coordinate funding due diligence process for leases and manage project creation in PM Web •Lead project workflow in PM Web, ensuring all projects move through in a timely manner •Manage customer communication throughout project set up, workflow and closeout phases, elevating to Asset Managers as needed •Triage customer questions related to active/closed projects or UWRE processes •Maintain clear and timely communication with Accounting team that supports UWRE •Contribute ideas to ensure processes are efficient, including those that involve more than one group •Ensure monthly Manager’s Report tasks are identified by Asset Managers and distribute appropriately to Asset Managers, Business Operations and Accounting •Assist in coordinating large project document inventory requirements, communication with stakeholders, timelines to meet project expectations and closeout meetings to implement process changes if applicable
Abstracting and Data Quality Assurance (25%)
•Manage contract abstraction process of legal documents into Yardi management system, including documents related to large projects by working with Special Assistant Attorney Generals when needed •Manage and maintain Yardi Data Entry Standards, training system users on changes as needed •Ensure contract abstraction timelines align with contractual obligations •Report on common data maintenance issues and recommend solutions to reduce errors
Property Rights (20%)
•Oversee annual reviews and key dates of access rights, work with Asset Managers as needed on easements, licenses, permits and rights of entry •Oversee renewals of access rights, research agreements, coordinate with stakeholders and work with Asset Managers as needed •Help manage UWRE Intern work related to property rights
Project Support for Real Estate Acquisitions, Dispositions & Gifts (15%)
•Compile and complete gift conveyance documentation using standard templates for review by the Business Operations Manager •Perform initial review of purchase and sale conveyance documentation with final review by the Business Operations Manger •Assist in leading closing coordination between title/escrow, donors/buyers/sellers and legal counsel •Request title reports for property due diligence as needed •Manage relationship of title and escrow services
Additional work as needed (5%)
•Demonstrate personal integrity and trustworthiness •Manage stressful situations and changing priorities effectively •Anticipate, recognize and resolve problems •Be responsible and accountable •Use organizational skills and provide attention to details •Maintain a positive, optimistic, and success-oriented attitude •Exercise professionalism, which includes being tactful and courteous •Exhibit a professional work ethic •Continuously promote a safe work environment
•Bachelor’s Degree in Real Estate, Architecture, Business Administration or Liberal Arts •A minimum of 3 years of real estate related experience •Real Estate contract abstracting experience •Yardi and PM Web experience •Title and Escrow experience •Excellent computer skills, including demonstrated proficiency in MS Office Suite •Able to work on multiple projects simultaneously, prioritize, follow up, and bring projects to a conclusion •Strong organizational skills •Ability to lift 25-35lbs
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Possession of a valid Washington State driver’s license. •Paralegal experience •Training experience •Process Improvement experience •Tools: Asana
Conditions of Employment:
•Must be able to work in a non-smoking environment •Regular and predictable attendance is required
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.