Program Operations Specialist, Lab Medicine & Pathology Facilities

University of Washington Medical Center • Seattle, WA

5d • $61,368 - $92,064

About The Position

Who we’re looking for: The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Program Operations Specialist with the Facilities Team. As a member of the DLMP Facilities Team, the Program Operations Specialist works closely with managers, faculty, Chairs, staff, and other internal and external stakeholders to support asset management program. This position will have responsibilities and accountability of DLMP’s asset management, advising on the management of equipment and other assets, as well as troubleshooting issues. Asset Management program also requires preparing annual audits and coordinates equipment inventories with the University of Washington, Washington State, and applicable federal agencies, ensuring that managers and faculty are compliant. The asset management program operations specialist for facilities also is a vital member of DLMP’s procurement team, assisting with equipment orders and updating Workday and other relevant systems. This role also supports training initiatives and the implementation of short- and long-term policies and systems for internal and external stakeholders related to procurement, facilities, and asset management. This position also supports and works with the facility team with all internal and external stakeholders for DLMP in new laboratory and administrative space development and redesign of existing spaces, as well as to coordinate and monitor relocations to ensure minimal disruption. This position also coordinates facility-related needs and concerns for off-site departmental locations. Work schedule: 100% FTE Work schedule to be discussed with the hiring manager Day shift

Requirements

• Bachelor's degree Construction Management, Building Science, Public Administration, or other related field. Experience may substitute for education.
• Minimum two (2) years' experience with the following:
• Experience with asset and inventory management.
• Experience with utilizing databases to enter and monitor assets, projects, and/or orders, etc.
• Ability to effectively communicate and work with internal and external stakeholders.
• Ability to juggle and coordinate multiple tasks and projects concurrently.
• Familiarity with project management.

Nice To Haves

• Experience with facility operations and maintenance.
• Experience supporting or coordinating facility renovation, construction, or relocation projects.
• Experience with vendor, procurement, and contract support.

Responsibilities

• Project Management – Facilities and Ongoing Site Maintenance Coordinate and monitor departmental laboratory and administrative staff relocations to ensure minimal operational disruption. Escalate issues to DLMP Facilities Team leadership. Conduct intakes for facility-related projects involving the redesign and reconfiguration of laboratory and administrative spaces to support the evolving needs of a nationally recognized laboratory testing organization. In conjunction with DLMP Facilities Team leadership, advise DLMP leadership and staff on such projects. Support and monitor ongoing site maintenance activities in collaboration with facilities stakeholders. Escalate to DLMP Facilities Team leadership. Participate in departmental and other relevant safety committees to ensure adherence to safety standards and institutional requirements.
• Asset Management Represent DLMP as a liaison, as appropriate, on matters related to asset management and compliance. Manage and monitor departmental assets in compliance with School of Medicine and Upper Campus Equipment Management Office policies and procedures. Escalate issues to Facilities Team leadership. In conjunction with DLMP Facilities Team leadership, advise on the management of departmental equipment and assets valued at more than $100 million, including troubleshooting and resolving discrepancies and escalating issues when appropriate. Prepare audit and coordinate equipment inventories with the University of Washington, Washington State, and applicable Federal agencies. Consult with and advise managers and faculty to ensure compliance with asset management processes, including: Establishing new assets in required databases. Conducting annual equipment audits. Supporting special audits as required. Coordinating the transfer, surplus, or disposal of assets.
• Renovation, Space Utilization, and Facilities Coordination Work closely with the DLMP Facilities Team, managers, faculty, Chair, and Vice Chair to support new laboratory and administrative space development and the redesign of existing spaces. Submit new and ongoing maintenance requests in campus mapping systems and other relevant space management databases. Develop and maintain productive, professional relationships with internal and external stakeholders related to space utilization, acquisition, and renovation, including UW School of Medicine, UW Medical Center (UWMC), Harborview Medical Center (HMC), the University of Washington, and external organizations leasing space to DLMP. Track the status of departmental renovation projects and prepare detailed progress reports for departmental leadership. Troubleshoot and recommend resolutions in conjunction with DLMP Facilities Team leadership. Conduct intake of and monitor work orders and facility repairs as directed by DLMP Facilities Team leadership, providing regular status updates to leadership. Prepare, compile, and analyze data for space utilization reports as required by DLMP, School of Medicine, or the University. Coordinate facility-related needs and concerns for off-site departmental locations. Maintain clear, effective verbal and written communication with all stakeholders.
• Procurement Team Support Serve as an active member of DLMP’s procurement team, assisting with equipment orders and updating Workday and other relevant systems. Participate in and support training initiatives and the implementation of short- and long-term processes, policies, and systems for internal and external stakeholders related to procurement, facilities, and asset management.

Benefits

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.
• And much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level