| 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 University of Washington Bothell is the fastest growing public university in the state of Washington. We provide a leading-edge student experience grounded in hands-on learning, close relationships with faculty members as teachers and mentors, and staff dedicated to student success. The academic work of the campus focuses on cross-disciplinary research and creative practice, connected learning, and community engagement. UW Bothell's current enrollment is approximately 5,000 students. A majority of those students are first generation college attendees or are from underrepresented groups; approximately 92 percent are from Washington. Located in the Seattle metropolitan region, UW Bothell builds vibrant regional partnerships, creates and disseminates new knowledge, and prepares students for leadership in the state of Washington and beyond.
Diversity is a core value of University of WA Bothell. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.
Our Facilities Services Department, has an outstanding opportunity for a Program Assistant.
This position focuses mainly on providing excellent front-line customer service, dispatch services, facilities work order delegation and processing, data entry and records management, and being the communication hub during facility related emergency situations, such as power outages, inclement weather, fire, and earthquakes. It also includes emphasis on providing excellent front-line customer service and clerical support for the Associate Vice Chancellor for Facilities Services and Campus Operations, department unit supervisors and leads, Facilities leadership team members, and administrative staff. The position has an abundance of interaction with internal cross-functional team members, faculty, students, vendors, contractors, and the public. This position reports directly to Program Operations Specialist of Facilities Services Department.
Under general supervision, perform a wide variety of complex assignments as detailed below:
Answer Facilities Services main phone line; retrieve voice messages then relay to appropriate personnel and/or record information as needed.
Greet and refer walk-in visitors or provide assistance as needed.
Screen calls and visitors for the Associate Vice Chancellor for Facilities Services and Campus Operations
Respond to Facilities Services related requests and inquiries regarding work order process and office/departmental policies and procedures
Serve as a front-line customer service representative and be the first point of contact for the campus community, contractors/vendors, and the general public for facilities related issues.
Facilities Services Operation Support
Hub for Facilities Services emergency communication; act as the central point of contact during emergency situations and assist crisis management personnel in gathering and relaying information.
Handle trouble calls and respond to emergencies by using radio/phone communication to dispatch appropriate personnel.
Receive work orders via email/phone/web and delegate to appropriate personnel for action; assist with streamlining work order process. Review work orders for complete information and communicate with requestors so that full information on requests can be provided to staff.
Call out for elevator repairs as needed and communicate outages to supervisors and the campus community.
Handle and respond accordingly to emails come through the Facilities Services In-Box; organize and file all incoming/outgoing Facilities Services emails in a readily retrievable manner.
Keep the Associate Vice Chancellor for Facilities Services & Campus Operations and Program Operations Specialist closely informed of any unusual work requests or activities.
Maintain front office key box and corresponding key list for reference; replace and/or make new key tabs as necessary; manage contractor keys and daily parking permits check-out log according to department policy and procedures.
Assist with receiving key requests from and distributing completed keys to Campus Safety officers and maintain such records in key request log.
Maintain contractor license and insurance records for retrieval as needed.
Administrative & Clerical Support
Data entry, scanning, and filing of staff daily work log and completed work orders.
Process recharge work orders as instructed. Enter closing comments on completed work orders; assist with streamlining billing process for recharge work orders; file printed completed work orders and any relevant electronic records/documentation (i.e. budget approval, work order changes/updated, etc.) in a readily retrievable manner.
Maintain calendar and schedule appointments for the Associate Vice Chancellor for Facilities Services and provide other administrative support as directed.
Track temporary contractor/visitor parking permit usage and prepare report for budget charges and reconciliation periodically; order parking coupons.
Receive/Sort/Distribute incoming mail and deliver outgoing mail/packages to campus mail room or post office as needed; assist with arranging for UPS/FedEx mail-pick up or delivery as directed; may drive University owned vehicle to run office errands off campus.
Receive and maintain office supplies inventory; assist Facilities Services staff members with office supplies purchases via eProcurement.
Contact and coordinate copier repair with appropriate campus personnel; stock/restock copier paper, toner cartridges, etc. for Facilities copy machines.
Organize and coordinate department related function, such as Facilities Services staff meetings, training, workshops, team building events, farewell gatherings, potlucks, etc., which often includes room reservation, sending meeting invites/reminders, preparing attendance sign-in sheet, and posting signs.
Assist in the preparation, compilation, and coordination of reports such as budget distribution sheet for cash transmittals/check deposits, backup details for monthly labor reports for recharge work, vendor/contractor temporary parking permits and budget charges, expense for insurance claims, and other fiscal related data, etc.
Reconcile budget charges for office supplies, campus print services & copier recharge, contractor/vendor parking permits, and any other misc. account codes as assigned.
Prepare or compose office correspondence such as transmittals, email announcements to the campus community, meeting minutes, Facilities Services related signage or notices, etc.; proofread and edit materials for accuracy and appropriate level of professionalism.
Update Inclement Weather & Emergency Response Procedure Handbook annually and assemble copies of new handbook to distribute to Facilities leadership team members as directed by or before Nov. 15 every winter.
Maintain/Update Facilities staff phone directory (internal & external lists) and emergency contact info. at least once a year.
Drive state vehicles and/or university owned golf carts to run errands or attend training on or off campus as needed.
Other clerical or fiscal-related duties as assigned.
| High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience. |
Additional Skill Requirements:
Proficiency in MS Word, Excel, Power Point, Outlook, and Internet are required.
Demonstrated front-line customer service and dispatch work experience
Ability to handle and respond to facility / maintenance / weather emergencies with calm and tact
Possess strong analytical, listening and interpretation skills
Ability to communicate effectively (via email, in person, and on the phone)
Ability to work with a diverse constituency
Excellent organizational skills and attention to detail
Ability to work under pressure and prioritize varied responsibilities to meet tight deadlines
Possess excellent time management skills
Ability to grasp concepts and learn new policies & procedures quickly
Flexible and adapt well to new assignments, temporary modified work schedule, and working conditions
Demonstrated ability to multi-task and work independently
Strong ownership, self-starter, and team player
Commitment to providing excellent customer service
Dependability which requires regular and predictable attendance