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 Office of Advancement collaborates with campus partners to develop and propagate advancement through integrated efforts at the central and unit levels. UA Finance and Administration (F&A) is responsible for budgeting and planning, financial reporting, facilities management, travel, payroll and purchasing activities for University Advancement.The Interim Assistant Director for Facilities & Administration will be responsible for the oversight and management of three locations, to ensure that UA employees have the appropriate tools and equipment to work effectively, comfortably and safely in their environment. This position also serves as the de-facto Office Manager for Central UA, which is responsible for overall office activities, including the reception area, mail, purchasing requests and facilities. Additionally, this role is responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Duties & ResponsibilitiesSpace and Facilities ManagementServe as the point of contact for facilities- and space-related issues for the Washington Commons and Advancement offices located in Roosevelt Commons and Gerberding. Independently collaborate and work with clients to assist, answer and resolve questions or issues. Submit and manage appropriate requests for services to the appropriate departments.Plan and implement the most efficient use of office space. Independently meet with unit heads and staff to address space needs and/or make recommendations to modify workflow processes to achieve efficient use of space and equipment.Under the direction of the Director for Finance & Administration (Director), serve as the project coordinator for space remodeling and facilities work. Coordinate requests/issues with Facilities Services, Custodial Services, etc. Provide the Director with detailed budget estimates, timelines, and progress reports for all facilities/space projects. Serve as the primary point of contact for clients, partners and vendors (internal and off-campus) and independently resolve issues related to facilities/space projects.Work with various UW partners to ensure Advancement facility needs are met. The service units include, but are not limited to: Capital Resource Planning, Real Estate, Capital Projects, Campus Engineering and Operations, Facilities Services and Management, UWIT and external vendors. Under the direction of the Director, negotiate and execute contracts and services while ensuring all UA interests are met by both UW campus partners and external vendors. Exert considerable influence in situations where little control or influence is available, to ensure UA staff are provided with reasonable and adequate facilities, and a work environment that is safe and comfortable.Manage and oversee all other administrative opportunities within UA, including, but not limited to, office supplies, e-Procurement program, cell phones, personal digital assistants (PDAs), office furniture, and UA main telephone line customer service. Collaborate with Information Management (IM) to manage equipment purchasing and inventory. In collaboration with IM, manage the annual equipment inventory process. Make OASIS adjustments/updates as they arise with equipment procurement/surplus. Resolve and address issues in a timely and appropriate manner. Analyze unit equipment and software needs and plan purchases for all centrally shared equipment (copy, conf. room phones, etc.).Coordinate with all central units supplies ordering, inventory and stocking processes. Serve as approver for ARIBA (eProcurement) ordering for central UA. Manage and ensure compliance with UA purchasing policies and procedures. Respond to, address and resolve any issues or questions from clients.Represent UA on the Washington Commons Community Committee, UW Tower Facilities Committee including attending monthly meetings and events.Develop and disseminate communications to UA staff regarding facilities and administration issues and policies.This position has delegated authority for creation, management and reconciliation of the facilities related budgets including the Advancement space rental budget, the Advancement supplies budget; the Advancement telecommunications budget and the Emergency Preparedness budget.Manage and facilitate space requirements with regard to records management, maintenance and budget. Serve as primary liaison between Office of Records Retention. Oversee Advancement–wide records management requirements and efforts. Facilitate off-site Sand Point facility location needs. Plan and coordinate UA-wide storing, retention and destruction scheduling.Responsible emergency preparedness and helping to resolve workplace safety issues. This includes leading the training efforts of the 15-member Advancement Emergency Preparedness (EP) team.Other duties as assigned.Key CompetenciesCoreEffective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW's commitment to inclusiveness and diversity.Functional ExpertiseOrganizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success.Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests.
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.