FACILITIES & OFFICE SERVICES MANAGER - University of Washington : Job Details

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.

The College of Engineering has an outstanding opportunity for an IEB Facilities & Office Services Manager to join their team.

While this position is open until filled, the priority application date to apply and to be considered is September 20, 2024.

Together with world-class partners, the University of Washington's College of Engineering is developing a new generation of innovators. A national leader in educating engineers, each year the College turns out new discoveries, inventions, and top-flight graduates, all contributing to the strength of our economy and the vitality of our community. As a College of Engineering employee, you can help create a real impact for our students, faculty, friends, and fellow staff while joining a community of innovators committed to building a culture where all members thrive, are valued, and feel a sense of belonging.

Reporting to the Associate Dean of Finance & Operations, the IEB Facilities & Office Services Manager provides overall management of the College of Engineering (COE) Interdisciplinary Engineering Building (IEB). Under the direction of COE Dean's office administration, implement directives that meet the operational needs of all faculty, staff and students within the building. Represent COE at meetings concerning facilities and space planning as it relates to IEB and its occupants.

This position will act as the first representation of College of Engineering for most visitors in IEB. They need excellent communication skills and the highest level of customer service, while balancing the needs of the many groups using IEB. This position calls for substantial problem-solving, project management, organization and personal initiative. Excellent written and verbal communication skills are required, as well as independent judgement and decision making.

The College is comprised of ten academic units as well as research institutes and centers with annual expenditures exceeding $250 million. The Interdisciplinary Education Building (IEB) will provide a student focused, interdisciplinary center enabling the College to promote project-based learning and research, collaboration, and innovation for faculty and students in a curricular and co-curricular setting. This position will support all functions of IEB and plays an important role in its operations, maintenance and day-to-day activities. This position is expected to communicate frequently with the Engineering community, including faculty, staff, students, and visitors.

DUTIES AND RESPONSIBILITIES

Facilities Project Management

Function independently with decision making and budgetary management on day-to-day facility's needs, as well as ongoing management of the IEB.

Act as primary contact to central UW facilities offices including Facilities Services, UW shops, and Environmental Health & Safety, as it relates to specific IEB management requests.

Work collaboratively with COE Dean's office, Computing Services and Infrastructure teams to ensure that all services and systems house in IEB are up to date and functioning. This position will also need to work collaboratively across units within COE, providing excellent communication and customer service.

Analyze current and future infrastructure improvement projects and construction needs.

Implement strategic plans for addressing building maintenance program issues. Determines the scope of building improvement projects from one-time repair to building renovation, minor and major construction.

Ensures that budget goals and parameters set and realized.

In conjunction with the Director of Infrastructure, refine, implement and maintain emergency evacuation plans. Develop and update policies and procedures around building security issues and concerns to ensure compliance with UW and COE procedures.

In conjunction with the COE Computing Services team, provide basic A/V troubleshooting support for rooms that have equipment.

Partnership and coordination with the Instructional Technician, who is responsible for the G2 machine shop and student group workshop, to ensure compliance with EH&S guidelines and safety.

Oversee IEB building key management, policy and record keeping system so that keys are distributed and accounted for.

Serve as the main contact for CAAMS in IEB, including addressing access and shutdown issues in COE spaces and General Assignment Classrooms, and maintaining updated access lists in collaboration with others in the Dean's office (Computing Services, Office of Inclusive Excellence, and Academic Affairs).

Support Operations Manager with Dean's Office staff moves and assignments, participating in the space management working group as it relates to IEB. Plan and assist with logistics of renovations and improvements to support faculty, staff, and instruction supporting the educational and research needs of the College of Engineering.

Develop and maintain systems used for supplies procurement and purchasing, in compliance with COE procedures. Work with COE Finance and Engr Shared Services as needed, for budget alignment and reporting.

Manage equipment and supplies for IEB, including ordering and managing office and kitchen supplies, surplus and regular inventory management to ensure that all equipment and supplies are accounted for.

Perform building walk-throughs for potential maintenance (i.e. light fixtures, hallway clocks, graffiti, etc.)

Serve as Building Coordinator for IEB as outlined in Administrative Policy Statement 13.4

Meeting Rooms and Reservation System Management

Coordinate use of all conference and multi-use rooms, with users across the COE and greater UW community.

Support ongoing compliance with space use policies within IEB, including access and etiquette for use of conference rooms, affinity offices, safe space, wellness room, breakout rooms, and any other reservable spaces. Support updating of policies, as needed.

Serve as the main administrative authority in the IEB reservation system. Partner with supervisor, Computing Services, Infrastructure, Academic Affairs and the Office of Inclusive Excellence teams to manage scheduling and access to all reservable rooms. Includes regular maintenance of access lists, approving requests, ensuring all facilities are in operable condition, and enforcement of use policies.

Develop and maintain a system for managing reservable equipment including projectors and whiteboard markers.

Supervisory

Provide day-to-day supervision of student employees at reception desks (2) within IEB, including on the main floor and in the Student Support Services suite. Under the direction of supervisor, ensure that reception staff implement directives that meet the operational needs of IEB and its occupants.

Manage hiring, training, onboarding/offboarding, scheduling and performance management for all student employees.

Ensure that there is continuous coverage for reception staffing during business hours to answer phones, distribute mail, receive packages, direct traffic, restock office supplies and troubleshoot potential issues for faculty, staff, students and guests that use the building.

Train reception staff on room reservation system and policies, including CAAMS and key management.

MINIMUM REQUIREMENTS

Bachelor's degree and minimum of two years of facilities/administrative experience in a higher-education setting.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Ability to provide excellent and consistent customer service in a constantly changing environment.

Highly organized and attentive to detail. Proven ability to multitask and prioritize competing priorities.

Strong interpersonal skills with demonstrated ability to work with a diverse group of people with tact, diplomacy, discretion, and sensitivity.

Demonstrated dedication to diversity, equity, inclusion and collaboration.

Excellent written and verbal communication skills.

Ability to work independently and within ambiguity to drive improvement work; demonstrates strong level of initiative.

Excellent critical thinking and problem-solving skills.

High proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and OneDrive.

DESIRED QUALIFICATIONS

Previous experience with UW systems including FIN, BGT, e-Procurement, ProCard/CTA reconciliation system, OASIS, OPUS, Workday, UW Space Manager.

Knowledge of UW websites, forms, policies and procedures as it relates to facilities, building management, and safety.

Experience with A/V equipment, conference software/hardware, reservation system software/hardware.

Application Process: The application process 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 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 access 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.