Facilities Operations Specialist (Temporary)

University of Washington•Seattle, WA

12h•$69,996 - $80,000

About The Position

The Department of Obstetrics and Gynecology has an outstanding opportunity for a Temporary , Full-Time Facilities Operations Specialist. This position is a critical member of the OB/GYN central administration team. The primary responsibilities include coordinating all aspects of office/lab space assigned to the department, relocations, and facilities improvement projects, including determining project scope and timelines, and contracting with internal and external vendors. This position will also serve as a primary liaison to lab managers to support overall lab facilities functioning. The Department of Obstetrics and Gynecology (OB/GYN) is involved with teaching, patient care, and research in the areas of normal and abnormal human reproduction: growth and development of the fetus, normal and complicated obstetrics, and surgical and medical diseases of the female reproductive system, including reproductive endocrinology and infertility, oncology, urogynecology, global women's health, genetics, infectious disease, psychosocial problems, preventive health care, and ethics. The Department is committed to an inclusive environment and to reducing inequities in patient care through education, research, leadership and excellence in clinical care. We strongly believe that diversity enriches training, scientific discovery, and promotes the best healthcare. The Department of Obstetrics and Gynecology occupies space in the Health Sciences Building (in the RR and BB wings) and on the South Lake Union campus. The Department has an extramurally funded research enterprise in the School of Medicine that is housed in UW owned/operated space. Under the direction of the Associate Director of Administrative Operations with matrixed reporting to the Associate Director of Research Operations, this position will be expected to coordinate all facilities operations for the department, serve as the primary liaison between faculty, staff, and facilities services, and ensure compliance with safety and regulatory requirements. The Facilities Operations Specialist exercises discretion and independent judgment, analysis, and decision-making in executing functions and is expected to understand, interpret, and apply appropriate policy, procedure, and regulations. The position has wide-reaching impact for the Department and UW to the public, Department faculty, staff, students, outside institutions, professional organizations, etc. and has substantial responsibility for the success of both the Department’s strategic plan and its faculty.

Requirements

Bachelor's degree in business administration or related field and three years of related work experience OR Equivalent combination of education/experience.

Nice To Haves

Experience within administration including facilities management and planning and building maintenance oversight
Experience managing compliance reporting, safety training, complex moves and renovations, and managing hazardous chemicals
Experience in customer service
Proficiency with Microsoft 365 platform.

Responsibilities

Asset and Equipment Management (25%): Maintain inventory of all departmental assets (computing, technology, telecommunications equipment, laboratory equipment, and keys); conduct related purchasing and participate in onboarding and offboarding processes in coordination with Finance and HR staff Perform annual equipment inventories with lab staff, provide insurance estimates, organize surplusage, and maintain an overall proactive approach to resource allocation and conservation. Maintain proactive approach to resource allocation and conservation; serve as resource for service contracts Coordinate equipment receipt, redistribution/relocation with lab managers per UW and department policy
Safety, Security, and Compliance Management (25%): Liaise with central facilities services to ensure compliance with all safety, security, and Environmental Health & Safety (EH&S) regulations which govern the operation of research labs and offices. Identify and disseminate the related policies and protocols that staff and faculty working in research labs and offices need to be aware of. Serve as primary department liaison with EH&S; serve as Chair delegate on department laboratory safety dashboard. Identify laboratory and workplace hazards to ensure associated required safety classes are completed by applicable personnel (Biosafety Level 2+ issues, radiation training, and hazardous chemical training). Develop and implement the Department’s evacuation and emergency plans, serve as evacuation steward for the BB and RR wings in the Health Sciences Building Manage the BB and RR-wing security needs in accordance with university policy for the Department including access and ID card issues Ensure space configuration implementation is compliant with regulatory agencies and university requirements Manage all department space data in FM Systems; coordinate with Associate Director of Research and Grant Managers to ensure grants are correctly coded to research spaces.
Facilities Project Coordination and Space Management (20%): Serve as department liaison in coordinating all projects involving alterations to space, construction, renovations, maintenance, and repairs. This includes coordinating planning timelines, potential impacts, cost estimates, and work orders in collaboration with service providers administrative leadership. Facilitate discussion regarding space allocations with the Department’s administrative leadership and develop space optimization plans Support facility budget planning by preparing proposals, tracking expenses, and recommending purchasing decisions to administrative leadership for approval Primary point of contact in the department for UW Facilities Services tradespeople and external service providers Coordinate all facilities and IT related purchasing of equipment and supplies to include liaising with DOM IT shared service partners.
Lab Support and Operations (20%): Serve as main departmental point person to lab managers regarding any facilities and equipment related concerns/projects Regular work order submissions and follow-ups; coordinate receipt of new equipment, equipment re-distribution/relocation, coordinate with UW and external contractors for lab space modifications Support lab start-ups, close-outs, and annual inspection processes Facilitate regular meetings with lab managers on safety, security, and facilities related requests and topics
General Operational Support (10%) Distribute mail to the appropriate staff and faculty members within each unit and update mail management system continually Assist with general office operations including phones, parking, and common equipment Manage the laundry service to ensure clean lab coats for faculty and staff Serve as facilities support for department meetings and activities requiring multiple staff people
Contributions and Other Duties: Participate in fostering a collaborative environment with diversity as a core value The incumbent is expected to continue to grow their own skill set necessary in their position, contribute to a team atmosphere in working with internal/external customers, and provide thoughtful suggestions for continued improvement in work processes.