Campus Pride Jobs

Req #: 241995

Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION

Appointing Department Web Address: https://facilities.uw.edu/

Job Location Detail: open to hybrid work schedule (combination in-office + remote)

Posting Date: 12/18/2024

Closing Info: Closes On 01/06/2025

Salary: $3664 - $4882 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-classified-staff-20210208.pdf)

Work Schedule: M - F; 7:30am – 4:00pm

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

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 UW Facilities web page for more information: UW Facilities .

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 an Administrative Assistant 3, Materials Management .

Under general direction of the Assistant Director, perform complex administrative support work for the Materials Management unit.

Primary Duties and Responsibilities

• Provide direct confidential administrative support to the Assistant Director of Materials Management (M2) and provide administrative support to M2 Leadership Team, Department of 40. Manage Assistant Director’s calendar and proactively provide efficient planning, scheduling and coordination of meetings and special events. Prepare, proofread, manage, and track correspondence, reports, and other written communication on behalf of the Assistant Director and M2 Managers, including sensitive and confidential information; compose and prepare complex spreadsheets, reports, presentations, and other documents for internal and external audiences; independently learn and use application programs. Schedule meetings as assigned, making room reservations as needed, prepare agendas and meeting materials, record and distribute meeting minutes. Provide administrative support and follow-up on matters arising from meetings. Assist in the coordination and completion of special projects. • Responsible for the following areas of HR administration: process FMLA and Disability accommodation letters; coordinate and schedule interviews; develop and distribute appointment letters; prepare UW Facilities’ employee setup express; conduct staff onboarding and outboarding sessions; perform overtime audits; maintain and monitor performance evaluation schedule; update, maintain, and distribute department emergency contact information; maintain licensing records. Serve as point of contact for Workday, the UW human resources and payroll management system, and UW Hires for recruiting. This includes initiating hiring, termination, and job change actions; creating, changing, and closing job requisitions, and proposing/requesting changes to employee compensation. • Coordinate annual updates of driver abstracts • Responsible for Materials Management office facility administration: order and maintain inventory of office supplies and equipment; submit and oversee maintenance, construction, and custodial service requests; maintain key inventory, electronic lock codes and/or schedules. • Responsible for acquisition, setup, distribution, maintenance, and disposition of departmental IT equipment, including desktop computers, laptop computers, printers, copiers, and mobile devices (tablets/phones). Maintain inventory records and oversee annual audits. Coordinate telecommunications service requests and equipment maintenance issues. Review, process, and audit internal and external invoices for IT and telecommunications equipment and services. Prepare financial and budget reports related to acquisition and maintenance of equipment and ongoing service needs. • Maintain filing systems, including departmental employee files; continually develop and maintain records retention system; manage movement of documents to storage and oversee disposal at end of retention period as per UW regulations; maintain official bulletin boards; coordinate, collect, and deliver unit Public Record Requests. • Participate in peer unit meetings for standardizing implementation of department-wide policies and procedures. • Participate in department policy and process development efforts, and maintain information accuracy and integrity • Oversee travel arrangements and facilitate reimbursement requests. • Schedule and coordinate unit recognition and special events. • Assist managers with preparation of monthly/quarterly/annual metrics. • Provide support to Materials Management programs: receive, process, and reconcile sales revenue; prepare cash deposits; maintain, balance, and replenish change and change funds; collect and distribute point of service survey results; procure and maintain inventory of promotional items; provide backup support for billing activities. • Provide phone support to Materials Management operational areas; respond to inquiries regarding rules, regulations, policies, department procedures and department services; receive and refer visitors • Direct work of student assistants as needed • Perform additional duties as assigned.

Core Competencies

• 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.

Requirements include:

• Requires High School/GED AND three years of office or administrative support experience 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.

Desired:

• Ability to handle high-level confidential information with a high degree of tact, judgement, discretion, and diplomacy. • Ability to adjust and adapt to evolving program needs, use available resources to solve problems, and take initiative regarding suggestions, ideas, or solutions to best meet department goals. • Excellent communication skills, both verbal and written. Proofreading and editing skills. • Ability to work independently and as part of a multidisciplinary team • Ability to manage multiple concurrent priorities and projects under deadline pressure and changing priorities. • Excellent organizational, interpersonal and problem-solving skills. • Detail oriented with a high degree of accuracy. • Must possess strong personal integrity, trustworthiness, and professional work ethic. • Demonstrated intermediate to advanced skills in MS Office applications (PowerPoint, Word, Excel, Outlook) and ability to use computers in a business environment. • Strong communication and conflict management skills. • Possession of a valid Washington State driver’s license.

Conditions of Employment:

• Must be able to work in a non-smoking environment. • Regular and predictable attendance is required.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.