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Under the supervision of the Director of Infrastructure, support the College of Engineering Dean’s Office Leadership, the Program Operations Specialist (POS) plays a key role in supporting space planning, safety and ongoing operations in the College of Engineering (CoE). This role requires a complete and thorough understanding of the physical and operational needs of College of Engineering and the ability to communicate those needs to the various UW’s members of Facilities, Environmental Health and Safety, University Police and the external community. This position is expected to work in close partnership with other CoE Dean’s Staff, and is expected to function as a member of the Finance & Operations team within the College.
Position Complexities: The POS acts as a liaison, representing College of Engineering’s mission and needs, while balancing the needs of the many groups and teams in the Dean’s Office as well as CoE units. This position also requires strong process management skills to keep projects on track and keep involved parties updated. The successful Program Operations Specialist is in constant communication with the different groups in order to foster trust and create the best possible working environment.
•Analyze current and future infrastructure improvement projects and construction needs. •Implement strategic plans for addressing building maintenance program issues. Determines the scope of building improvement projects from one-time repair to building renovation, minor and major construction. •Ensures that budget goals and parameters set and realized. •Plan and assist with logistics of renovations and improvements to support faculty, staff, and instruction supporting the educational and research needs of the College of Engineering. •Schedule and coordinate moves for Dean’s Office Staff: Work with Moving Services, Telecommunications, EH&S, Custodial Services and other campus units to prepare space for new occupants. Schedule moves involving standard office equipment such as files and desks, as well as specialized research equipment. •Communicate and plan with vendors and/or University of Washington Facilities, Environmental Health and Safety (EH&S) and Computing and Communications to ensure efficient, phased work. •Review and prioritize renovation requests from the College of Engineering and ensure they are completed in accordance with approved guidelines and best practices as determined by the Director of Infrastructure. . •Provide excellent customer service in planning and execution of projects and moves to both internal and external customers.
•Onboard and Offboard/Transition •Participate in the Facilities Committee. Coordination of meeting spaces, agendas and relationships with unit participants. •Communicate action items from the Facilities Committee to leadership. Report and address any safety or infrastructure concerns. •Ensure safety of lab spaces in units. Work with departmental facilities staff and/or the departmental administrator on any safety concerns. •Assist departments in planning for lab moves and/or renovations. Work with Facilities Services units and outside vendors as needed. •Create policies and procedures concerning access and use of College of Engineering spaces including instructional and research labs, offices, and general spaces to ensure security and safety of property and building occupants. •Communicate any concerns related to space and safety within the units to Dean’s Office leadership.
Dean’s Office Support
•Anticipate space requirements for the College of Engineering Dean’s Office. Develop long and short-range plans and manage space assignments. Building Coordinator for facilities outlined by Director of Infrastructure as outlined in Administrative Policy Statement 13.4 •Participate on the Dean’s Office Space Planning Committee. Working with others on the Operations Team, anticipate space needs and plan for office moves and corresponding communications. •Act as liaison between college personnel and the University partners, contractors and vendors. •Assist with construction and alterations projects, write and submit proposal to secure funding. •Act as liaison between UW Facilities supervisors and appropriate staff to prioritize and schedule major facility maintenance issues. •Participate in monthly meetings with the Adminstrative Assitants. Communicate upcoming moves, changes, etc. with that group and answer their space and move related questions.
•Reviews, writes and/or edits reference manuals related to infrastructure processes •Establishes and maintains reports and documentation for activities and presents reports when requested. •Serve on the campus committees on ad hoc basis or as needed. •Performs other duties as assigned.
Health and Safety
•Member of the UW College level Group 9 Safety Committee. Participates in monthly meetings and provides recommendations to improve/implement UW safety policies. •Revise health and safety plans to assure compliance with University, state and federal regulations and implement safety changes. •Create and regularly update College of Engineering safety documents including (but not limited to): Accident Prevention Plan (APP) and Fire Safety Evacuation Plan (FSEP). Assist lab managers as needed with creation of such things as Chemical Hygiene Plans, standard operating procedures, hazard risk assessment documents, Biological Use Authorizations, etc.
•Bachelor's degree in Construction Management, Architecture, Project Management, Business, Engineering or related degree preferred. •Two to three years of experience in facilities operations. Experience working in an educational environment •Demonstrated ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. •Proven experience working in a deadline driven environment. •Excellent written and oral communication skills. •Effective interpersonal skills to interact with diverse groups in a team environment. •Proficiency with use of computers, experience with Excel, electronic mail and Internet systems. •Understands service and trade disciplines, designing and developing solutions for infrastructure improvement and repair of facilities, applying procedures, tools and methods. •Experience in customer-based project management understanding the needs and requirements of University facilities and occupants.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Ability to read and understand construction drawings, schedules and budgets. •Ability to recognize and address unsafe conditions. •Familiarity with UW policies and procedures, autocad, and the UW purchasing.
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 Workforce 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.
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