PROGRAM COORDINATOR, Central/Southwest Maintenance Zone

University of Washington•Seattle, WA

About The Position

UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. Our teams can be organized into six main groups: Asset Management, Operations, Finance & Administration, Real Estate, Campus Energy, Utilities & Operations, and Business Intelligence & Technology. The three major units include Finance & Administration group which includes finance, human resources, labor relations, payroll and training & organizational development, communications, and Campus Stewardship & Capital Budget. The Asset Management group includes Capital Architecture & Planning, Engineering Services, Project Delivery, and Sustainability. The Operations group includes Maintenance & Construction, Regulated Materials, Building Services Department, Transportation Services and Safety. Visit the UW Facilities web page for more information: https://facilities.uw.edu/. Maintenance & Construction (M&C) is responsible for general maintenance, repair, and renovations of all University of Washington (UW) main campus facilities including building interiors, exteriors, and grounds, as well as logistics, moving, and disposal of surplus equipment and furniture. We have an outstanding opportunity for a Program Coordinator to join the team. Under general direction of the Zone Manager, this position provides support for UW Facilities Maintenance Central/Southwest Zone management staff and shops, using knowledge and experience specific to the Maintenance Program and Maintenance & Construction (M&C) overall.

Requirements

High school graduation or equivalent AND two years of experience providing business operations support in a skilled trades maintenance environment and/or construction OR equivalent education/experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Must be able to work in a non-smoking environment.
Regular and predictable attendance is required.

Nice To Haves

Demonstrated experience working with skilled trades and familiarity with skilled trades nomenclature.
Demonstrated proficiency with computerized work management and purchasing systems.
Demonstrated proficiency with AIM and cellular phone technology.
Demonstrated successful ability in taking direction, working well with others and as a member of a team.
Demonstrated excellence in effective verbal and written communication skills.
Demonstrated proficiency working with detailed documentation, while maintaining a high degree of accuracy.
Demonstrated successful experience with computer technology.
Demonstrated strong organizational skills and attention to details.
Possession of a valid Washington State driver’s license.
Possess a bachelor's degree.

Responsibilities

Provide primary administrative support for the Central/Southwest Zone Supervisors and Shop Leads.
Utilize computerized maintenance management system (AiM), to monitor and report issues regarding budgetary requests, purchase of departmental equipment.
Assist in the development, training, and reporting associated with new AiM work process as they are developed, both in the Central/Southwest Zone and in the larger organization.
Produce narrative and statistical charts and graphs from spreadsheets and databases.
Maintain Zone metrics boards and advise staff on the Key Performance Indicators (KPIs) being measured.
Update and maintain internal reporting databases, i.e. higher-level duty, overtime, personnel database and official bulletin board for Central/Southwest Zone.
Maintain the Central/Southwest Zone building key accountability program.
Follow University of Washington Records Retention Schedule requirements.
Coordinate office supplies and equipment ordering using Ariba e-procurement system and maintain records of purchase.
Prepare hiring and termination documentation including computer access and work management system setup.
Update Training Management System (TMS); work closely with shop supervisors and run needed reports.
Create and maintain productive working relationships with customers, the Central/Southwest Zone team and other business partners.
Maintain Central/Southwest Zone Resource calendars, input upcoming safety trainings dates and manage absence records using Microsoft Outlook calendaring.
Maintain Central/Southwest Zone SharePoint site, update and upload information as needed.
Maintain knowledge of departmental time and leave policies, purchasing policies, hiring and onboarding, correspondences, and be prepared to advise staff about these policies and procedures.
Other duties as required.
Positively support all management directives and actively promote the purpose and foundational values of M&C.
Adhere to M&C protocols and all University of Washington and UW Facilities policies and procedures including the M&C Individual Accountability Protocols (IAP).
Participate in and follow through with M&C process improvement initiatives and promoting employee engagement in continuous improvements and innovation.
Actively participate in meetings and trainings as scheduled.
Provide excellent customer service through effective, courteous and professional interactions with clients, colleagues and the campus community.
Other duties as required.