Program Support Supervisor 2

University of Washington Medical Center•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. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy, Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups are the Business Intelligence & Information Technology group and the Finance & Administration group. Please 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 Support Supervisor II to supervise program support staff and provide high-level administrative support to the Assistant Director for Construction, Maintenance & Construction, UW Facilities.

Requirements

High school graduation or equivalent AND three years of experience providing business operations support in a maintenance and/or construction and/or facilities environment OR Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Demonstrate personal integrity and trustworthiness.
Manage stressful situations and changing priorities effectively.
Anticipate, recognize and resolve problems.
Be responsible and accountable.
Use organizational skills and provide attention to details.
Maintain a positive, optimistic, and success-oriented attitude.
Exercise professionalism, which includes being tactful and courteous.
Exhibit a professional work ethic.
Continuously promote a safe work environment.
Must be able to work effectively in multiple locations.
Must be able to work in a non-smoking environment.
Regular and predictable attendance is required.
Possession of a valid Washington State driver’s license.

Nice To Haves

Experience with University procedures and processes.
Experience in a skilled trade work environment.
Demonstrated experience providing administrative support to senior management personnel.
Experience supervising clerical employees supporting a varied and complex operation.
Possess excellent communication skills, with demonstrated ability to express ideas both verbally and in writing.
Strong administrative and computer experience, including Microsoft Office applications and Outlook email/calendaring.
Demonstrated ability to work independently in a high volume, high stress environment, prioritize work and meet deadlines unassisted.
Demonstrated ability to work with University administrators, vendors, contractors and trades employees.
Experience working in a customer service-oriented operation.
Demonstrated ability to collaborate with others as a team player and resolve problems constructively.

Responsibilities

Supervises program support staff under general direction of the Assistant Director for Construction.
Supervisory responsibility includes interviewing and recommending selection of support staff, training, assigning and scheduling work, monitoring attendance and schedule adherence, conducting annual performance evaluations, and handling performance issues including corrective action.
Provides support to the Assistant Director for Construction, which may be confidential in nature, and assists with administrative details.
Participates in peer unit meetings for standardizing implementation of department‑wide policies and procedures.
Coordinates with Partner Resources personnel to handle the processing of FMLA and Disability Accommodation policies and procedures for employees.
Prepares correspondence, records, reports, forms, memoranda, and other material for the Construction Assistant Director, Managers, and Supervisors.
Assists in planning, implementing, training, and maintaining policies and procedures related to the AiM program.
Uses AiM reports and other computerized systems to support the Construction Assistant Director in monitoring and resolving issues regarding budgetary requests, payroll discrepancies, and the use and purchase of departmental equipment.
Maintains reports on research for purchase requests, vehicle usage, and communications equipment.
Maintains filing systems, including departmental employee files; maintains official bulletin boards.
Schedules meetings and manages the Construction Assistant Director’s calendar.
Coordinates and processes purchase orders and contracts, ensuring appropriate documentation and compliance with UW Facilities procurement requirements.
Utilizes Workday to complete recruitment and hiring processes, including initiating job requisitions, onboarding steps, and personnel transactions.
Processes employee reimbursements and monitors time and absence transactions in Workday; serves as primary time approver for supervised staff and backup time approver for the unit.
Coordinates routine purchasing of office supplies and materials to support daily office operations.
Performs the duties of a Program Coordinator.
Coordinates telecommunications and equipment maintenance issues (e.g., troubleshooting, calling service/repair, ordering replacement parts, maintaining records of purchase, repair, and service).
Other duties as required.