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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.
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FRONT DESK AND FACILITIES ASSISTANT
University of Washington
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A higher degree of healthcare.

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.

UW Medicine’s IT Services department has an outstanding opportunity for an Front Desk and Facilities Assistant!

UW Medicine’s Information Technology Services (ITS) department is a shared services organization that supports all of UW Medicine.  UW Medicine is comprised of Harborview Medical Center (HMC), UW Medical Center-Montlake (UWMC-Montlake), UW Medical Center-Northwest (UWMC-NW), Valley Medical Center (VMC), UW Neighborhood Clinics (UWNC), UW Physicians (UWP), UW School of Medicine (SOM) and Airlift Northwest (ALNW).  In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Children’s).  ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all of these institutions, along with the implementation of new services and applications that are used to support and further the UW Medicine mission.

This position, located at the Safeco Plaza Building in downtown Seattle, provides administrative support for Facilities, Safety, and Administration. ITS has approximately 600 employees; the number of staff that can be located at the Safeco Plaza Building at any given time is approximately 300. This position reports to the ITS Facilities and Safety Manager.

RESPONSIBILITIES

Front Desk and Operations Support for ITS Administration at the Safeco Plaza Building (75%)
  • Greet and direct visitors, assist with wayfinding.
  • Answer phones and forward callers to appropriate staff; take messages or field/answer all routine and non-routine questions.
  • Maintain ITS Admin electronic mailbox, including responding to questions and requests.
  • Maintain lobby and other common areas throughout the office for a clean and professional experience.
  • Maintain and use general office equipment including computers, laptops, copiers, fax machines, projectors and other appropriate equipment.
  • Receive, sort, and distribute incoming mail/deliveries and process packing slips
  • Assist team members with sending outgoing mail or packages including monthly service awards.
  • Track and check out office equipment (i.e., laptop, projector), assist with setting up conference rooms; provide basic troubleshooting services to users.
  • Order, receive, maintain, and distribute office supplies.
  • Track and fulfill parking permit requests and distribute according to department rules.
  • Track and fulfill pager requests and distribute according to department rules.
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
  • Assign and program proxy cards for new hires, new contractors, and guests of the department. Disable cards when no longer needed.
  • Respond to staff requests for building services (i.e., temperature fluctuations, lighting issues, etc.), following the Facilities Program process.
  • Serve as a Floor Warden, participate in Floor Warden training; assist in maintaining first aid kits; keep safety-related materials up to date.
  • Assist with scheduling and coordinating candidate phone screens and interviews for open positions.
  • Assist with reference checks for final candidates, as needed
  • Compose correspondence such as draft forms and letters, compile and enter data for reports, and assist with preparation of meeting materials such as proofread materials and making copies.
  • Assist Facilities Administrator with moves, space assignments and other related duties as assigned.
  • Assist with administering the Robin floorplan management application.
  • Participate and/or assist with projects and special events.

  • Motor Pool Operations (25%)
  • Serve as initial point of contact for inquiries related to the ITS Motor Pool program.
  • Track ITS motor pool vehicles and their assignments.
  • Register new users, track required training, notify users when their access expires and audit use of vehicles for compliance against UW policy, alert manager for discrepancies.
  • Assist team members with reservation of vehicles through Outlook.
  • Troubleshoot issues related to motor pool operations as they arise.
  • Liaise with fleet services to schedule vehicles for service, inspections, returns, and preventative maintenance.

  • REQUIREMENTS

  • High school graduation or equivalent AND two years of office or administrative support experience OR equivalent education/experience.

  • Additional Department Requirements – The experience noted above must include:
  • Recent front desk, reception, or customer service experience in an office environment.
  • Ability to communicate professionally, in writing and verbally.
  • Professional attitude and appearance.
  • Ability to be resourceful and proactive when issues arise.
  • Multitasking and time-management skills, with the ability to prioritize tasks.
  • Proficiency in Microsoft Office: Outlook, Word, Excel.
  • Must attend and successfully complete department provided first-aid and CPR training as part of the Floor Warden and Safety Program.
  • Must be able to lift up to 25 pounds, with or without assistance.

  • DESIRED

  • Bachelor’s degree
  • Working knowledge of MS SharePoint, PowerPoint

  • CONDITIONS OF EMPLOYMENT

  • This position is in a bargaining unit.
  • This position works from a reception/front desk environment separate from the rest of the team.  The ITS Facilities & Safety Manager provides day-to-day direction to this position; however, the ability to interact with all department members occurs frequently and is required often via email, phone calls and Teams, a Microsoft Instant Messenger application.
  • Hours for this position are Monday – Friday; 8:00 AM – 5:00 PM with (2) 15-minute breaks and (1) 60-minute meal period scheduled. Overtime occurs rarely.

  • #monster
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