Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The School of Social Work (SSW) has an outstanding opportunity for a Facilities and Office Services Manager.
This individual will provide overall management of all facilities under the School of Social Work purview including on campus and off campus space. Under direction of the Director of Finance & Administration, implement directives that will meet the operational needs of all faculty, staff, and students within the School of Social Work building. Participate in spatial strategic planning with the Director of Finance & Administration and represent the School of Social Work at UW meetings concerning facilities and space planning. Function independently with decision making and budgetary authority on day to day facilities needs. Receive supervision from the Director of Finance & Administration.
The Manager works closely with the SSW Director of Finance, and Director of HR to provide overall supervisory management of all Office Services staff including permanent and temporary staff (currently 1 full time FTE and 3 temporary FTE). Under direction of the Director of Finance, the Manager will train staff to implement directives that will meet the operational needs of all faculty, staff, and students within the School of Social Work building. The Manager is expected to manage all aspects of staff supervision from direct management and staff scheduling to professional development for staff. Function independently from Director of Finance on day to day supervisory needs of Office Services staff. Receive overall supervision from the Director of Finance.
Program and Facilities Management
Develop long and short-range plans for facilities management including minor and major renovations of School facilities; annual space allocation for faculty, staff, and student assignments. Act as a primary contact to central UW facilities offices including Facilities Services, UW shops, Environmental Health & Safety, Capital Projects Office, and Capital Resource Planning as it relates to specific facilities management requests. Monitor off-site rental space under the Social of Social Work for appropriate facilities management and act as a liaison for lease renewals when needed.
Manage all facilities for the School of Social Work Research Commons. Work collaboratively with the UW Libraries, SSW Dean's office, and the SSW IT unit to ensure that all services and systems housed in the Research Commons are up to date and functioning.
In conjunction with the Director of Finance & Administration and the SSW Health and Safety Committee refine, implement, and maintain School wide emergency evacuation plans that will be used for both on campus and off campus use. Develop and update policies and procedures as needed around building security issues and concerns to ensure compliance with UW and School of Social Work procedures. Oversee building key policy and record keeping system so that keys are distributed and accounted for to ensure occupant safety.
Oversee, School of Social Work CAAMS system to ensure that proper building access and controls are maintained to provide safety to SSW faculty, staff, students, and invited guests.
Assign office space to existing and incoming faculty, staff, and students based on the SSW Office Space Bid criteria. Coordinate all office moves; update all moves into UW SIMS database; contact Moving Services or arrange hourly assistance for moves; ensure that offices are ready for occupancy from painting and cleaning to furniture, computers and connectivity for telephone and Ethernet.
Develop and maintain systems used for supplies procurement, purchases of state inventoried and non-inventoried equipment and transferring and/or surplussing of UW equipment. Systems include UW Equipment Inventory (OASIS) to Equipment Insurance; oversee all annual audits of inventory to ensure that all equipment is accounted for.
Coordinate use of conference and multi-use facilities for both School of Social Work and community use. Ensure facilities are in operable condition; train front office lead for booking of facilities and key management of these rooms.
Maintain UW sanctioned practices that ensure proper security regarding distribution of petty cash checks, UW payroll, UW reimbursement, and parking passes.
Administer SSW/UW telephone infrastructure from managing cell phone accounts to granting access to systems via ASTRA.
Oversee maintenance of records management systems including supplies procurement, equipment inventory, building key records, and scheduling of conference and multi-use facilities.
Provide day to day supervision of Office Services employees including responsibilities of hiring and/or recommendation of termination; promotion/reclassification, salary adjustments and disciplinary action; conduct annual performance reviews as required the UW. Ensure that there is continual coverage for Office Services staffing during business hours to answer phones, distribute mail, receive packages, direct traffic, and troubleshoot potential problems for the School of Social Work faculty, staff and students and guests that use the building.
Requirements Bachelors degree and/or a minimum of two years of financial/administrative experience in a higher education setting.
Proven ability to organize, multi-task, delegate, and prioritize competing priorities among financial, facilities, and supervisory duties. Excellent written and verbal communication skills. Ability to provide excellent and consistent customer service in a constantly changing environment. Must be a self-starter and have the ability to self-direct.
Experience with general hardware and software including Microsoft Word, Excel, Outlook, Powerpoint, and Access; Quickbooks; general copier and fax machine usage.
Desired Requirements Experience with UW systems including: FIN, BGT, e-Procurement, procard/CTA reconciliation system, OASIS, OPUS, My Financial Desktop, UW Tracker, UW SIMS. Knowledgeable of UW website for forms location and to find UW policies and procedures when needed for verification.
Conditions of Employment A satisfactory outcome from criminal background verification is required prior to hire.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.