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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.
Committed to attracting and retaining a diverse staff, University of Washington Transportation Services will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
Transportation Services has an outstanding opportunity for an Organizational Development Specialist.
Under the general direction of the Director of Transportation Services, the Organization Development Specialist will work to strengthen and enhance departmental efforts toward increased effectiveness, greater consistency, centralized resource management, and organizational alignment in pursuit of strategic objectives. Take an active role in developing standard operation procedures, development of metrics/key performance indicators (KPIs), implementing processes and policies to increase organizational efficiencies. Oversee and provide coordination at the department level of Transportation Service's recruitment, onboarding/offboarding and training and development programs.
The work produced by this position involves providing exceptional and professional service to internal partners, external stakeholders, and Transportation Services customers. Additionally, this role participates as an active and collaborative member of the Transportation Services management team and is instrumental in contributing to the division’s strategic management efforts.
Primary Duties and Responsibilities
Organizational Leadership and Engagement (20%)
•Positively support all management directives and actively promote the purpose and foundational values of Transportation Services. Ensure adherence to all TS, UW and Facilities policies and procedures. Participate in strategic planning and performance measurement initiatives, including incorporating metrics and Lean principles into internal work processes, and promoting employee engagement in continuous improvement and innovation. Participates as an active and collaborative member of the Transportation Services management team. Manage projects in close partnership and collaboration with other units, executing a high degree of independence, diplomacy, and confidentiality. •Lead and support the administration of employee recognition, department events, and teambuilding activities. Provide effective leadership of diverse team members and actively supports the department’s values, mission and vision. •Represent Transportation Services in daily business, at UW meetings, and/or conferences with the public. Communicate with other internal and external service units to pursue collaboration and improvement opportunities. •Support Director with Executive Assistant duties during periods of absence
Staffing / Recruiting / Retention (20%)
•In coordination with UW Facilities Partner Resources and Transportation Services management, manage the recruitment of professional, classified, temporary and student staff. Generate job descriptions for new or re-classified positions based on appropriate system classifications and complete Professional Staff Position Description forms. Develop practices consistent with Facilities processes and policies and ensure consistency in recruiting throughout the department. •Provide support and guidance to hiring managers. Review and assess resumes and other materials submitted by applicants. Schedule interviews for candidates, serve on interview panels, and conduct reference checks. Facilitate employee onboarding and off boarding, ensuring that documentation for hiring and separations is complete, that personnel files are completed, and that new hires have all access to business services required for their roles.
Personnel / Payroll Systems (15%)
•Serve as point of contact for Workday, the UW human resources and payroll management system, and UW Hires for recruiting. This includes initiating hiring, termination, and job change actions; creating, changing, and closing job requisitions, and proposing/requesting changes to employee compensation.
•Assess training and staff development needs, and formulate training solutions. Ensure quality and cost-effective delivery of training programs and track completion. Maintain training and compliance records pertaining to regulatory training, certifications, and licenses. Work with Facilities Partner Resources to identify customized training to serve departmental needs. Develop and generate training reports. Develop and enhance employee orientation, onboarding, and separation processes.
Policies & Procedures (10%)
•Develop, update, edit, publish and distribute standard operating procedures and apply administrative policies for the organization within assigned areas of responsibility, ensuring written processes reflect actual work performed. Develop and maintain intranet resources for administrative, operational and staffing information for Transportation Services staff, providing access to administrative section for each level within the organization. Link to UW Facilities and Transportation Services forms, documents, processes and best practices. Work with each unit to consolidate the existing shared drive (I: drive) into a useable and intuitive SharePoint site. •Work with other Facilities departments on coordinating policies and procedures. •Provide secondary support to Executive Assistant to the Director with building coordinator duties, including submitting building work order requests, updating the security system, assist in building and off site secured entry keycard access.
Departmental Initiatives, Goals & Metrics (10%)
•Work with Transportation Services leadership team to create and track departmental metrics, including operational dashboards, leader standard work, and key performance indicators (KPIs). Provide monthly, quarterly and annual reports documenting the status of processes, procedures and initiatives to support departmental decision-making. •Assist leadership team in creating and tracking departmental initiatives including but not limited to: Lean participation, goals & metrics, huddling and idea generation; Lean launches; safety programs; building based maintenance, inclusion initiatives, etc.
Central Records Management (10%)
•Develop and maintain records management system for Transportation Services, ensuring compliance with all relevant guidelines. Work with UW Facilities Partner Resources and the Transportation Services management team to create and distribute records, including financial, compliance, personnel, training, FMLA, disability, labor relations and others. Work with administrative personnel within the division to maintain a complementary filing system. •Work with UW Records Management Services to improve and refine existing record keeping systems •Perform other related duties as assigned.
•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. •Be comfortable communicating and collaborating with a diverse group of people. •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 •Four years of progressively responsible applicable experience. •Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and University community. •Excellent organizational skills; ability to successfully prioritize and manage multiple programs and assigned tasks, and meet goals. •Excellent problem solving skills; ability to analyze complex information, and to define and solve problems. •Demonstrated flexibility to meet changing needs and unpredictable deadlines. •Demonstrated ability to lead and facilitate projects and groups. •Demonstrated ability to function effectively within a complex regulatory environment. •Demonstrated ability to interpret policies and procedures. •Demonstrated professionalism, confidentiality, poise, and composure in a fast paced and dynamic environment. •Proven ability to exercise a high degree of professional judgment and work independently with limited direct supervision. •Proven success in effectively organizing meetings. •Demonstrated proficiency with Microsoft Office Suite or equivalent and standard productivity software. •Experience developing presentations, documentation and reports in PowerPoint, SharePoint, Access, Adobe Acrobat, etc. •Ability to learn and use new computer software and programs.
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 •Experience with Learning Management Software •Experience collecting metrics and maintaining a metrics-driven dashboard •Experience in key TS, UW Business applications, and administrative computing systems (CAAMS, Workday, UW Hires) •Knowledge of current Transportation Services programs, products, services, and systems at the University of Washington •Knowledge of, and experience in, university culture, values, and sensitivities
Conditions of Employment:
•Work may be required during hours beyond standard business hours or regularly scheduled shift, including weekends; professional travel may be required •Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor or fieldwork with exposure to the elements and variable weather conditions. Work is performed in an open office environment – successful candidates will possess the concentration and social skills necessary to work in that environment. •Must be able to work in a non-smoking environment. •Regular and predictable attendance is required. •This position will be eligible to work remotely and onsite on a hybrid basis with supervisor approval.
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.