Administrative/Support, Information Technology, Project/Program Management/Planning, Staff/Administrative
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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.
Campus Utilities & Operations an outstanding opportunity for an Assistant to the Director to provide primary professional support to the Director of Campus Utilities & Operations in the UW Facilities Department. The division is responsible for effectively managing the 24-hour per day, 7-day per week operation of critical University-wide systems. These include the Power Plant, campus emergency power system, fire safety systems, elevators, building control systems, and other complex utility systems. These systems are essential to the operation of the University, and failure or malfunction of any of these systems can have immediate and costly impact to the University.
Primary Duties and Responsibilities
•With minimal supervision provide administrative support to the Director and department. •Manage and coordinate scheduling with other UW Facilities units and campus staff. •Ensure that scheduling requirements are handled in a responsive and timely manner, and with sensitivity to issues within the organization. •Under general direction, independently, and in the absence of written guidelines, organizes and structures daily schedules and deadlines of the Director. •Work with support staff to ensure consistency and standardize application of administrative processes and procedures to ensure compliance with processes, policies, and procedures. •Supervise and direct the work of administrative support staff, including administrative assistants, temporary staff and student employees. •Works closely with other high-level officers in FS and UW, other academic and administrative officers, faculty and students, as well as with external officials with whom the Director does business. •Manages Director’s calendar, appointments and schedule in accordance with priorities set by the Director; handles all matters relative to Director’s meetings; prepares agendas, prepares and circulates handouts, monitors invitation acceptance, and arranges space. •Establish and maintain efficient filing system for the storage of both electronic and hard copy materials. •Responsible for reports and records in the Director’s office, the review and handling of incoming correspondence, assuring its proper distribution, safekeeping, filing and ultimate disposition, closely following the UW’s Records Retention Schedule. •Assures accurate and proper response to inquiries received by the Director as directed to include Public Records Requests and other information requests. •Manages all administrative procedures necessary for the effective and efficient operations of the Director’s immediate office, including establishment and maintenance of appropriate central subject files, personnel records, attendance reporting, etc. •Manages reception of and correspondence with stakeholders with whom the Director communicates and does business; assures priority attention to their requests. •Draft, edit, and proofread outgoing correspondence and reports. •Draft routine correspondence and work with shops to ensure that all correspondence meets departmental standards •Evaluate, sort, and prioritize incoming mail and electronic mail, discerning priority items requiring rapid response and/or signature and respond to routine inquiries •Manage complex projects that require initiative and independence. •Provide research assistance to Director on special projects or reports. •Keep Director informed daily of divisional or shop activities requiring his immediate or long-term attention. •Take and distribute minutes, track action items and ensure timely completion. •Organize, produce, and maintain departmental phone lists and rosters (including emergency contact lists used by Director and Assistant Directors) •Coordinates, or as necessary prepares and submits, various documents or presentations required by the Director and tracks assignments and delegations from the Director to other staff. •Prepare documents pertaining to personnel, including personnel requests, employment activity notices, employment eligibility forms, etc. •Participate in the hiring process for UW Facilities clerical staff, including sitting on interview panels and evaluating candidates. •Process Human Resource actions in serving as the Costing Allocations Coordinator, HCM Initiate 1, HCM Initiate 2, I-9 Coordinator, Time and Absence Approver and Time and Absence Initiate. •Coordinate and arrange travel as needed for Assistant Directors, Managers, and shop personnel. Submit travel reimbursement as required. •Prepare and track purchase orders. •Plan and coordinate health and safety training for shops. •Help plan and facilitate unit-wide training or special events. •Represent division on various committees at times. •Assist with analysis and tracking of division budgets as delegated by Director. •Serve as Building Coordinator for the Plant Operations Building. Responsibilities include coordinating building security requirements, issuing maintenance and custodial requests, reporting any losses of state property, and coordinating all other building-related needs. •Serve as building’s Evacuation Director. Responsibilities include preparing and maintaining evacuation plans, managing evacuation wardens, coordinating evacuation drills, and serving as the building occupant liaison with emergency responders. •Coordinate reference station as well as divisional posted materials. •Work with department personnel to maintain MSDS inventory and records. •Provide support for UW Facilities as needed. •Other duties as required.
•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 and two years of increasingly responsible administrative support. •Ability to handle sensitive and confidential personnel and policy information with discretion. •Demonstrated computer skills, including proficiency with Microsoft Office software (Outlook, Word, Excel, Access, and PowerPoint). •Excellent written and verbal communication and organizational skills. •Have knowledge and understand of safe work practices and policies. •Must be able to wear all proper Personal Protective Equipment (PPE) as required. •Must be able to follow written and/or verbal instructions and communicate in English regarding the use of chemicals, supplies, and equipment; comply with safety policies and procedures. •Ability to work both independently (with a high degree of professional judgment and little supervision) and as part of a team, and successfully prioritize and coordinate multiple programs and assigned tasks. •Demonstrated keen analytical skills and ability to resolve internal and external work-related and people-related problems. •Proven success in effectively organizing meetings and other events. •Ability to work closely with the Director and to anticipate the Director’s needs. •Demonstrated ability to make sound decisions and practice discretion in handling highly sensitive, confidential matters. •Demonstrated effective administrative judgment and innovative problem solving. •Exceptional organizational skills to include managing multiple priorities and tasks, proven teamwork, excellent service orientation, and ability to work well under pressure. •Position requires a high degree of personal initiative, flexibility, ability to organize and prioritize tasks to ensure smooth workflow, and excellent work standards. •The position requires an above-average ability to adjust to rapid changes, and an ability to understand the technical aspects of the division. •All duties are expected to be performed in a manner that promotes a team concept and reflects the mission, vision, and values of UW Facilities and the Campus Engineering & Operations Division.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Extensive experience in, and knowledge of, university culture, values and sensitivities. •Experience working in University/higher education, or another public agency environment. •Proficient in Workday.
Conditions of Employment:
•Must be able to work in a non-smoking environment. •Regular and predictable attendance is required. •While usual hours fall within standard business hours, work may be required during hours beyond standard business hours including weekends. •Position requires flexibility to deal with emergency situations, meetings, or other scheduled work that may fall outside normal work hours. •Work is performed in a typical interior/open office environment – successful candidates will possess the concentration and social skills necessary to work in that environment.
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.