The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The UW Finance Transformation (UWFT) program has an outstanding opportunity open for a Temporary Operations ManagerThe Program Operations Specialist manages aspects of the UW Finance Transformation (UWFT) program related to facilities, vendor relations, office operations, and basic IT support. Acting as a liaison with UW Finance Administrative Shared Services, this position supports Program Leadership, vendor representatives, and team members in successfully completing agreed upon goals and deliverables. This individual will work as a member of a team with a client-service approach to office management and will have frequent contact with Executive leadership and project governance teams. This position reports directly to the PMO Director.DUTIES & RESPONSIBILITIES:Facilities Management (40%)This position is the building manager for the UWFT office space, approximately 10,000 feet of space, located in the Purchasing & Accounting building. On site facility manager for office's 75 occupants. Manage major remodels and all planned office moves. Manage short-term and long-range planning for the department including requests for equipment and space. Coordinate all departmental minor modification projects, from initial request to completion of project. Coordinate purchase of equipment. Coordinate and approve requests to Facilities Services for major and minor changes and repairs. Review, monitor and approve maintenance agreements for instrumentation and final signature authority for acceptance. Assign, review and record personnel space; coordinate moves of personnel and equipment; supervise key/access card distribution and maintenance of inventory records. Work closely with UW Tower Facilities, Teleservices and IT Services, to facilitate upkeep and installation of employee support systems. Monitor compliance with Risk Management and Environmental Health and Safety policies, coordinate department Emergency Evacuation Plan (emergency preparedness). Operational Support (40%)Oversee general office management, to include supply inventory, administrative procedures, maintenance of contact list, and other staff resource tools. Facilitiate new staff onboarding process, working closely with shared services HR to prepare for orienting new staff, and off-boarding outgoing staff - including high volume consultant on- and off-boarding.Develop and manage Safety plan and business continuity planning for UWFT. Ensure staff are prepared for emergencies, and coordinate with UW Finance on planning to ensure plans are in alignment with central shared services.Financial Management (10%)Manage team procurement processes, including acquisition of equipment needed to support the department. Utilized program procard to facilitate purchases; work closely with shared services finance team to negotiate office support contracts with outside vendors, such as shredding services, copiers, and furniture.IT Management (10%)Act as troubleshoot support for IT. Provide baseline IT support to users and interface with central IT support for more complex fixes. Manage onsite inventory of IT equipment; coordinate service/repair for copiers and telephone services. Set up workstations including monitors, mouse, docking station, and keyboard. Set up and provide laptops and onboarding tech support to new staff (reimaging/imaging, printer and Outlook access and necessary software and drivers) to ensure a smooth onboarding process. Other duties as assigned.REQUIRED QUALIFICATIONS:
Bachelor's degree and two years of experience working with complex projects or operations involving multiple teams and deliverables, complex client or community interactions, and prioritization of multiple competing demands.
Experience with facilities management, including space planning, coordinating departmental moves, managing work orders and serving as an emergency contact
Excellent oral and written communications skills; demonstrated and committed to provide excellent customer service
Knowledge and experience in Microsoft products including: Outlook/Exchange, Word, Excel, Visio, Power Point, and SharePoint
Experience juggling diverse work assignments that range in duration and time sensitivity, with frequent interruptions and emergent priorities
Proven ability to work proactively and independently with minimal supervision. Ability to handle sensitive issues with confidentiality and diplomacy. Successful candidate needs to be able to organize and analyze large amounts of information and manage details. DESIRED QUALIFICATIONS:
Experience with UW financial systems, ability to develop and maintain sound fiscal and general administration processes, aligned to with UW's policies and procedures
Experience working in a project environment working with vendors and contractors.Application Process: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 assessments 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
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.