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The School of Medicine has an outstanding opportunity for a Facility Coordinator (Program Operations Specialist).
Under the Direction of the Manager of Operations and Maintenance, the Facility Coordinator serves as the University of Washington School of Medicine's (UW SOM) representative, to perform the following duties: Financial management, facility maintenance and security management, and building operational activities for assigned research facilities at the Harborview Medical Complex (HMC). Duties must be performed with a high level of competence and integrity to support the goals and mission of the UW SOM.
The Facility Coordinator will support the operational and maintenance and financial needs of UW SOM administrative and research personnel and work collaboratively with HMC facilities staff to guarantee that those needs are addressed in a timely and cost effective manner. Assigned research facilities include: HMC Research and Training (R&T) Building, and the 9th & Jefferson Building. The Facility Coordinator will also support UW SOM research facilities located in South Lake Union in a back-up capacity. This specialized work requires the effective operation and uninterrupted delivery of many unique and complex building systems.
The Facilities Coordinator is UW SoM’s liaison for all facilities operations and maintenance activities performed by HMC Facilities Engineering and third-party vendors, and works closely with a variety of groups including School of Medicine Finance and Administration, UW Environmental Health and Safety, laboratory research faculty and staff, and facility maintenance and operations staff. The manager also works closely with the Associate Dean for Research and Graduate Education at Harborview R&T building. The Manager must be able to prioritize tasks and effectively address competing needs and interests based on the resources available.
Operations and Maintenance: •Act as UW SOM liaison with HMC Facilities Engineering with respect to all facilities infrastructure needs such as HVAC, fire protection, electrical, plumbing, security and access control, to guarantee SOM occupied space is operating at peak efficiency and effectiveness. •Coordinate all housekeeping, building repair and maintenance, lab and office moves and remodeling requests, and laboratory equipment repair and maintenance with HMC Facilities Engineering staff or outside vendors. •Ensure that disruption of SOM research is minimized through clear communication and planning between SOM and HMC. •Process and coordinate work order requests for SOM tenants to be executed by HMC Facilities Engineering. •Maintain maintenance and repair records and prepare related reports for SOM finance and administration. •Monitor and ensures the safety and accessibility of SOM occupied space. •Build and maintain close working relationships with research principal investigators, department administrators and the Associate Dean for Research and Graduate Education to accurately assess needs and requests for equipment and space and to evaluate varied requests for service in the laboratories. •Recommend, develop, and administer policies, processes, and procedures in support of SOM operations at HMC. Responsible for all activities related to the effective and efficient operation, maintenance and security of buildings, equipment and grounds. •Ensure compliance with all regulatory agencies and authorities having jurisdiction (Seattle Fire Department, UW Environmental Health &Services, Seattle Police Department, etc.) for all assigned research facilities. This requires a thorough knowledge of facility design and operational requirements and laboratory compliance. •Respond to the operational needs of building occupants to deliver solutions to meet those needs through the work order request system. •Create, manage, prioritize, and monitor corrective and preventative maintenance measures and develop short- and long-range capital plans to proactively forecast capital projects and equipment purchases. •Collaborate with planning and project management staff and manage small scale tenant improvements.
Budgetary Oversite: •Oversee procurement and fiscal management activities associated with SOM facilities projects which may include: Soliciting RFPs and administering contracts, monitoring spending on project and cost account basis, recommending and implementing corrective spending plans, reviewing and authorizing purchase orders, obtaining price quotes and bids, and purchase approvals. •Oversee monthly maintenance of operational budgets and financial activity as it relates to the assigned areas of responsibility. This includes approval or recommendation to approve invoices, and project development, management and closeout procedures. •Establish and maintain a preventative maintenance program and assist in the annual review and updating of the SOM capital plan and forecasting of capital projects. •Complete monthly budget reconciliations to approve and track actual expenditures against budget. •Develop and maintain the 5-year capital plan for Harborview R&T.
Risk Mitigation: •The Facilities Coordinator is responsible for ensuring a safe working environment and supporting the functional needs of all building occupants. •Risk mitigation responsibilities include adherence to building code, life safety and laboratory use regulations, and updating and implementing emergency and disaster preparedness and evacuation planning for each site. •Must have a thorough knowledge of these regulations, apply them appropriately and leverage subject matter experts when necessary. •Special laboratory clearances and/or certifications are required to access and oversee operation of certain facilities.
Other Duties as Assigned: •Primary point of contact for all work of internal and external contractors. •Coordinate with Environmental Health and Safety for hazardous material handling and other lab safety related issues. •Work with the Department of Comparative Medicine on vivarium related issues. •Assist in the coordination of events, such as fundraisers, donor tours etc. •Assist the Manager of Facilities Operations and other leadership positions within UW SOM as required.
MINIMUM REQUIREMENTS •Bachelor's degree in Engineering or a related field or an equivalent combination of related education and experience is required. •Minimum of 5 years’ experience in building operations and maintenance.
Additional requirements: •Strong experience in fiduciary responsibility. •Strong leadership skills to bring disparate opinions to consensus. •Strong communication and analytical skills. •Experience with building sustainability principles as they apply to the complex building systems. •Working knowledge of building mechanical systems and health and safety regulations, preferably in a research laboratory environment. •Experience with budget development and management; to work with a diverse group of individuals in dynamic circumstances under significant time and funding constraints. •Project management experience. •Excellent problem-solving skills. •Knowledge of facilities work order systems. •Basic computer skills.
DESIRED REQUIRMENT •Experience with biomedical research activities. •Experience working in a higher education setting. •Understanding of the University of Washington policies and procedures.
CONDITIONS OF EMPLOYMENT 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, 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.
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 undergraduate 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.