Req #: 227947 Department: HEALTH SCIENCES ACADEMIC SVCS & FACILITIES[HSAS&F] Job Location: Seattle Campus Posting Date: 10/27/2023 Closing Info: Closes On 11/09/2023 Salary: $3,240 - $4,299 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: 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.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
We have an outstanding opportunity for aProgram Assistant.
In support of Health Sciences Academic Services & Facilities (HSAS&F) mission and goals, the HS Building Management Program Assistant (PA) will assist with various building management functions with Health Sciences service units and building occupants of the Health Sciences Complex, which includes W. H. Foege and South Campus Center. This position contributes to the UW mission by collaborating with other UW service units, to ensure that facilities provide a functional environment for research and instruction.
The PA provides excellent service to over 100 Health Sciences departments and UW services organizations as the first point of contact via in-person, phone, and email. The PA listens keenly, articulates thoughts and ideas in an effective manner, and raises substantive questions regarding the needs of Health Sciences and its occupants. This position successfully collaborates with staff, faculty, and students within HSAS&F while building rapport to meet the needs of Health Sciences Building Management & Security, Health Sciences departments, UW service units, and visitors. The PA actively contributes to a positive and supportive working environment with customers and co-workers. The PA reports directly to the Building Management Supervisor and seeks input and guidance as needed from the Building Management Manager.
Duties & Responsibilities
Assist customers by answering questions and providing services offered by Building Management & Security (20%)
• Communicate department, university, and state policies and procedures to customers in a clear and concise manner.
• Assist with developing and maintaining unit policies and procedures, and other building related documents. This requires that the PA effectively and efficiently use a variety of computer programs, including, but not limited to, Word, Excel, Access, Outlook, SimpleK, TMA, OnGuard, and ReGroup.
• Manage large volumes of complex data and generate reports as needed to support customer and unit needs.
Receive and process daily requests for new, reassigned and replacement access cards and photo IDs. (20%)
• In addition, the PA processes batch requests, as are typical at the beginnings of academic quarters.
• Assist departments and customers with access card troubleshooting, including collaborating with the CAAMS office to find solutions.
Assist customers with short term key check out requests to support activities and projects within the building. (20%)
• Receive, process, and distribute key requests, following department policies and working in conjunction with the UW Lock Shop.
• Following department policies and guidelines, audit key checkout logs on a weekly basis, conducting follow-up with customers on overdue keys and engages supervisors when necessary.
• To facilitate these responsibilities, the PA will develop a working understanding of the keying system in Health Sciences.
Conduct building support tasks (20%)
• Provide approval for bulletin board posting and performs weekly HSAS&F bulletin board and elevator inspections, removing unapproved and past-date postings.
• Conduct weekly lactation room checks, and coordinates correction of any issues found.
• Perform other inspections and audits of the facility as assigned and will follow-up with building occupants to resolve any issues.
• Coordinate digital signage within Health Sciences Common spaces in coordination with customers and other HSAS&F units.
• As needed, enter Facilities Services work orders for issues in public areas, common areas and HSAS&F spaces.
• Assess and respond to building emergency situations as directed by supervisors during regular hours and relays necessary information to supervisors and HS departments.
• Read and understand electronic and printed building drawings to become acquainted with the buildings and to perform tasks outside of the office.
Lost & Found Management (10%)
• Receive lost items and labels them with relevant information before placing them in the cabinet.
• Maintain the log of lost items and performs regular housekeeping of unclaimed items, including arranging for donation or disposal.
Coordinate the Freezer Alley space in Health Sciences (10%)
• Take record of inventory, receipt of new requests, and submission of new requests for manager approval.
• Using the department billing software (WebTMA), enter billing of space rentals and rental of Freezer Alley space on a quarterly schedule.
• Use WebTMA to complete monthly access card and photo ID billing in a timely manner, meeting established deadlines.
Perform related duties as assigned.
Requirements include:
• High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience.
Additional Requirements include:
• Customer service experience.
• Experience with computer applications and databases; including MS Word.
• Excellent oral and written communication skills, including demonstrated skill at communicating with a diverse set of students, staff, faculty, and the public.
• Excellent attention to detail and demonstrated organizational skills.
• Ability to effectively work with deadlines, independently prioritize and switch quickly between tasks.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
• Bachelor’s degree (BA/BS)
• Experience with Excel, and Access, facility access (such as OnGuard) and work order processing databases
• Work experience in a higher education, research, or non-profit setting.
Application Process:
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 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.