PROGRAM COORDINATOR, BUILDING ACCESS GROUP
|Req #: ||134996 |
|Department: ||FACILITIES SERVICES: MAINTENANCE & CONSTRUCTION |
|Job Location: || Seattle Campus |
|Job Location Detail: ||3901 University Way NE |
|Posting Date: ||01/12/2017 |
|Closing Info: || Closes On 01/26/2017 |
|Salary: ||$2940 to $3917/month |
|Union Position: ||Yes |
| || This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information |
|Shift: ||M - F; 6:55am - 3:25pm |
|Notes: || Please note that this position has been re-posted. If you have already submitted your application, you need not submit it again, as it has already been received. |
| 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 enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. |
Facilities Services (FS) is a world-class organization providing exceptional services anywhere, anytime in support of the University of Washington's mission of teaching, research, and discovery. FS engages employees through LEAN practices and continuous improvement. FS includes eight departments that operate, maintain and support the University: Administration & Strategic Initiatives (AVP), Building Services Department (BSD), Campus Engineering & Operations (CE&O), Facilities Employee Services (FES), Facilities Maintenance & Construction (FMC), Finance and Business Services (FABS), Transportations Services (TS), and UW Emergency Management (EM).
Maintenance & Construction has an outstanding opportunity for a Program Coordinator, Building Access Group to serve as a program applications specialist within the Building Access Group (BAG), operating in a complex and dynamic work environment. This position provides programmatic support and technical support services to both CAAMS (Campus Automated Access Management System) and the Lock Shop.
Lock Shop Programmatic Support:
Manage the key pick-up window on a daily basis for all scheduled pick-ups and walk-ins. This includes clients from the schools and colleges, project managers and FMC employees.
Independently respond to and resolve client concerns and complaints regarding job costs, time charged to work requests, key availability/deliveries, etc. This includes evaluating work order information in the AiM Computer Maintenance Management System (CMMS) and working with shop employees to determine the proper response.
Manage and maintain all monthly Lock Shop reports including key request authorization notices, quarterly reports and building files. Create additional ad hoc reports as needed to address areas of improvement or to highlight areas of success.
Manage internal key control and campus key records.
Responsible for monthly client billing.
Manage office equipment and supplies budget and coordinate ordering within budgetary guidelines. Maintain records of purchase. Train for and act as equipment custodian.
Provide information and advice to clients and employees on program policies and procedures, how to complete request forms and hardware submittal timelines.
Manage all filing systems for the Lock Shop including key cutting matrixes, key assignments and program authorization records within a high security environment.
Create and process purchase orders and contracts for Lock Shop materials and hardware.
Manage all key authorization records.
Manage Red Book building files which contain information on all campus doors with locks/keys.
Lock Shop Technical Support:
Manage the purchase and installation of the proposed Simple K key management software system. Act as the main point of contact for the vendor during the upgrade/transition process from the current manual system to Simple K.
Regularly engage with UWIT to ensure that the key management system software remains compliant with UWIT security policies. Manage scheduling and completion of preventative and corrective system maintenance.
Work with vendor to securely transfer confidential key authorization records and key cutting matrixes into the software program.
Develop a training program for employees on the proper use of the Simple K key management system. Ensure employees are trained on an as needed basis.
Provide information and direction to new and active users of the Simple K key management system on the capabilities and limitations of the system.
CAAMS Technology Support:
Train with and serve as back-up to CAAMS System Administrator.
Answer and resolve CAAMS help desk inquiries by e-mail, phone and FS Works.
Assist CAAMS field technicians in disarming and testing doors remotely during repairs.
Participate in and follow through with Facilities Maintenance & Construction process improvement initiatives. This includes Balanced Scorecard (BSC), incorporating metrics and Lean principles into internal work processes, and promoting employee engagement in continuous improvements and innovation.
May drive vehicles to attend meetings or transport equipment and personnel as needed.
Perform other duties as assigned.
Must Possess Core Competencies:
Personal integrity and trustworthiness
Manage stressful situations and changing priorities effectively
Anticipate, recognize and resolve problems
Responsible and accountable
Organizational skills and attention to details
Positive, optimistic, success-oriented attitude
Professional demeanor which includes being tactful and courteous
Professional work ethic
Promotes a safe work environment
| High school graduation or equivalent AND two years of experience in facilities operations and/or trades operations (which may include trouble ticketing, purchasing, billing) OR equivalent education/experience. |
Additional Requirements include:
Demonstrated proficiency with the Microsoft Office Programs to include Word, Excel, PowerPoint, Outlook and Access.
Demonstrated attention to detail and thoroughness in completing tasks and deliverables.
Excellent problem-solving skills. Able to anticipate and recognize problems, and develop and implement creative, cost-effective solutions.
Excellent organizational skills. Able to work independently and successfully prioritize and coordinate multiple programs and assigned tasks. Demonstrated flexibility to meet changing and unpredictable requirements.
Must possess strong personal integrity, trustworthiness, and professional work ethic.
Demonstrated positive, optimistic, success-oriented attitude and ability to positively support the organization, applicable policies, and management decisions. Proven ability to take direction, meet expectations, and work cohesively as a member of a team.
Demonstrated excellent interpersonal and oral/written communication skills and a proven ability to work successfully with people at all levels throughout the organization and with a wide range of internal and external stakeholders.
Must be able to maintain professional behavior and composure in a fast-paced, dynamic, customer service-driven environment.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
| Demonstrated proficiency in software programming doors and device functions in both Picture Perfect and/or OnGuard applications. |
Demonstrated proficiency using AiM Work Management software, including creating work requests, adding phases and setting up searches and monitoring shop work queues.
Experience working in a fast-paced, high volume project environment.
Experience in process improvement initiatives such as Lean and Balanced Scorecard.
Possession of a valid Washington State driver's license.
Demonstrated successful experience with computerized maintenance management systems.
Demonstrated experience with University procedures and processes.
Demonstrated experience providing administrative support to senior management personnel.
Demonstrated experience in a skilled trade work environment.
Demonstrated experience working in a customer service-oriented operation.
|CONDITION OF EMPLOYMENT:|
| Regular and predictable attendance is required. |
May be required to accept variable work shift.
Must be able to work in a smoke-free environment.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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.
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 assessments may include Work Authorization, Criminal Conviction History, 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.