Are you a self-starting office professional who has experience supporting a residential facilities team? Are you a friendly and outgoing person who enjoys being the public face of your office? Do you have a strong desire to help others? If you're an aspiring housing professional who answered yes to all these questions, we have the job for you!
HFS Facilities is responsible for the maintenance and operation of the physical environment managed by the UW Housing & Food Service department. HFS manages 2.8 million square feet of housing and dining facilities of varying ages and types. The program serves a diverse set of clients with dynamic needs.
Housing & Food Services' Facilities and Planning team is looking for a Program Assistant. This position serves as a key member of the team for coordinating the residence hall maintenance and inventory programs, and provides support for tracking the department's capital expense budget. In addition to being an office superstar with great attention to detail, you must use your independent judgement in prioritizing, determining appropriate response, and interpreting policies and procedures.
What you'll be doing:
Residence Hall Maintenance and Operations Program Support
Track and analyze maintenance work order trends, status, and completion.
Document and track scope of work, project requirements, timelines, and budget via SharePoint or Excel, UW work order system, and other tools.
Coordinate documentation for seasonal residence hall maintenance work including the collection of building punch lists and verification of work completion.
Support planning and implementation of move-in operations, including coordination of city permits and neighborhood communication.
Maintain schedules for emergency evacuation drills, fire alarm sequence testing, and other fire and life safety activities.
Communicate project status to internal and external clients.
Escort contractors working in HFS facilities.
Provide specialized support to cross-functional teams in the logistical coordination of housing turn periods.
Inventory Program Coordination
Coordinate and implement a storage space plan for inventory items that support program operations.
Develop a system for tracking furniture, fixtures, equipment, and maintenance supplies.
Maintain an accurate inventory of HFS warehouse spaces and storage rooms.
Serve as a primary contact for UW and HFS staff regarding furniture and attic stock availability.
Capital Expense Budget Support
Compile capital expense work order and facility project costs.
Reconcile project estimates with actual expenses.
Track project cost status.
Support the Facilities Services portion of the HFS website and Sharepoint site.
Conduct site inspections and assesses field work.
Support the Facilities Program Coordinator with key management and distribution.
Provide reception, information and assistance to all residents, staff, vendors and consultants requesting services from the HFS Facilities program when the Program Coordinator is not available.
Support other unit projects and performs related duties as assigned.
High school graduation or equivalent AND two years of clerical experience.
Specific Position Requirements - References that can verify success:
Attention to detail and strong organizational skills
Strong oral, organizational and written communication skills and ability to communicate clearly with a diverse population
Proficiency with Microsoft Office suite, including Outlook, Word, Excel and PowerPoint
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
What's in it for you?
Full benefits, including medical and dental insurance and retirement.
Paid vacation and sick leave, as well as 10 paid holidays a year and one personal day.
Work for a mission-driven organization, dedicated to enhancing the lives of students on the UW campus.
CONDITION OF EMPLOYMENT:
A satisfactory outcome of a reference check of previous employment and degree verification (when applicable).
Membership in Service Employees International Union (SEIU).
This position will work Monday-Friday, 8:00am-5:00pm, with occasional evenings and weekends for special events.
To be considered, apply and update your profile and application by the end of the day on Sunday, January 22nd, 2017.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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, Criminal Conviction History, 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 undergra...duate 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.