University of Washington PROGRAM COORDINATOR in Seattle, Washington
Req #: 197820
Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION
Appointing Department Web Address: https://facilities.uw.edu/
Posting Date: 10/14/2021
Closing Info: Closes On 10/21/2021
Salary: 50% of $3,398 to $4,541/month
Shift: First Shift
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 Workflow Management & Customer Care is a unit partner under the Maintenance & Construction (M&C) group and is responsible for fully optimizing University resources across the life cycle of our facilities to enhance the functionality, efficiency, and beauty of our campuses. We make sure UW Facilities is “doing the right work.” Workflow Management supports cross functional activities between the planning and service provider groups to help facilitate planned program objectives and workflow process across all portfolios. We have an outstanding opportunity for a part-time 50% FTE Program Coordinator. As a Program Coordinator for Workflow Management, you will coordinate the planning and communication of program priorities, provide information and coordination to internal and external stakeholders for key strategic programs by facilitating appropriate workflow processes to help create seamless transition between our planning units and service delivery groups. The program coordinator for Workflow Management will build foundational knowledge in understanding the different elements or complexities of cyclical Facilities programs or centrally based strategic programs by the organization. The Program Coordinator will be expected to facilitate the gathering key information and primary requirements to efficiently coordinate program processes across the linear system to ensure that the results of key strategic programs provide a high-quality level of services for our campus community. You will work with multiple diverse stakeholders in a cross-functional environment providing feedback in the development of strategies to enhance communication, coordinate service provision, and improve customer service in a fast-paced environment with a high level of detail, accuracy, and efficiency. This position reports to the Assistant Director of Workflow Management & Customer Care. Primary Responsibilities Program & Workflow Coordination (60%) • Receive, gather, and disseminate key information to process appropriate work to program stakeholders. This also includes understanding the nature and level of the issue or request to determine assignment to the appropriate planning or delivery unit for further complex planning or program development for the customer or requestor. • Triage program requests or issues to identify needs, impact and urgency including routing of customer inquiries to the appropriate service provider for resolution. • Ensure accuracy and detail of important information including the completion of electronic notes in work orders and relevant documents according to best practices and operating standards. • Prioritize, track, and provide status updates on work orders, programs, active projects, and inquiries from customers or appropriate stakeholders efficiently. • Process WFM-CC related surveys or feedback including routing of information to the appropriate unit or manager. • Understand, identify, and resolve work orders (including work order estimates) that may exceed service level agreement or fall outside of best practices against defined and established workflows for all stakeholders connected to the work order. • Provide input or feedback in process improvement or program refinement. • Participate in and lead daily meetings to discuss outstanding service issues and information sharing. • Identify or participate in working groups to streamline processes for efficiency and provide seamless transition between linear Facilities units. • Provide support in the operational management of appropriate active and incoming UW Facilities M&C projects, Building Coordinator program, and other strategic programs or initiatives that can further facilitate system wide communication and workflow coordination. • Perform the duties of a Program Assistant. • Other duties as assigned. Administrative Coordination (40%) • Provide program support and coordinate scheduling of meetings for Assistant Director. • Draft communications, proof or edit documents utilizing word processing program and/or spreadsheet software. • Monitor budget status in line with program activities including facilitate the process to correct, edit and/or request budget numbers for programs. • Query appropriate database used by WFM-CC Program Coordinators to gather information for basic analysis and provide program operational summary or basic reports as requested. • When appropriate, independently identify, research, initiate communication, and resolution efforts for service requests. • Develop and maintain documentation in knowledge base (KBs) and essential resources that are utilized by WFM-CC Program Coordinators. • When needed, providing basic instructional training for new program coordinators. • Serve as a member of the department’s plan for emergency preparation, management, and recovery. 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: • High school graduate or equivalent and two (2) years of work experience in organizational-wide strategic programs for facilities, building services, or asset management portfolio. Additional Requirements include: • Proficient in multiple software programs: MS Office Suite (Word, Excel, PowerPoint, OneNote, Outlook, Publisher, Access, and Skype), MS Teams, SharePoint, Google cloud tools, Zoom teleconferencing. • Able to comfortably utilize Asset Management custom database systems that support program objectives and maintenance & construction operations (web-based systems: AiM, Zendesk, Project Tracker, FS Works, PMWeb). • Able to multitask between multiple platforms and technology tools to service customer needs. • Comfortable and proficient in utilizing computer hardware i.e., laptops and related hardware equipment. • Able to work in a fast-paced office environment. • Perform the work of a Program Assistant.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Desired: • Experience or working knowledge of project management and business process methods including workflow process and value stream methods. • Experience with enterprise change management, program implementation, and/or resource development. • Ability to quickly learn new systems, retain and recall a large amount of information. • Possession of a valid Washington State driver’s license. Conditions of Employment: • Regular and predictable attendance is required. • May be required to accept variable work shift. • This position is identified as providing an essential service. The successful candidate must be able to perform shift work even during an emergency in which non-essential University operations have been suspended. • This position is located on the UW Seattle main campus. • Must be able to work in a non-smoking open and shared office environment – which may result in additional or higher levels of noise, visual distraction, or interruptions. UW Facilities organization promotes a diverse and inclusive work environment with respect to the inclusiveness of students, faculty, and staff from many ethnic, social, economic, and ideological backgrounds. 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) 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.