What are the responsibilities and job description for the FLEET SERVICES PROGRAM COORDINATOR [OPEN TO CURRENT UW EMPLOYEES ONLY] position at UW Medicine?
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.
Work Schedule: M - F; 7:00am to 3:30pm
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.
UW Facilities manages the University's buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups are the Business Intelligence & Information Technology group and the Finance & Administration group.
We have an outstanding opportunity for a Fleet Services Program Coordinator.
Program coordination support in the Fleet Rental Service Center; handle vehicle inventory, disposal, and licensing activities; provide support for fuel management activities; conduct general office support activities; and provide administrative and project support for the Fleet Services rental program.
Under general direction, perform work using knowledge and experience in Fleet rental and transportation programs, fuel management, vehicle licensing, inventory, and computer hardware and software troubleshooting. Prepare rental, accident, and fuel reports. Assist with rental program hardware and software installation and troubleshooting. Independently advise students, faculty and staff, and the public regarding Fleet rental transportation programs, policies and procedures. Identify, research, and recommend new programs and enhancements of existing programs to improve the achievement of Transportation Services and University goals.
Primary Duties And Responsibilities
Fleet Rental Program
Desired
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under
Work Schedule: M - F; 7:00am to 3:30pm
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.
UW Facilities manages the University's buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups are the Business Intelligence & Information Technology group and the Finance & Administration group.
We have an outstanding opportunity for a Fleet Services Program Coordinator.
Program coordination support in the Fleet Rental Service Center; handle vehicle inventory, disposal, and licensing activities; provide support for fuel management activities; conduct general office support activities; and provide administrative and project support for the Fleet Services rental program.
Under general direction, perform work using knowledge and experience in Fleet rental and transportation programs, fuel management, vehicle licensing, inventory, and computer hardware and software troubleshooting. Prepare rental, accident, and fuel reports. Assist with rental program hardware and software installation and troubleshooting. Independently advise students, faculty and staff, and the public regarding Fleet rental transportation programs, policies and procedures. Identify, research, and recommend new programs and enhancements of existing programs to improve the achievement of Transportation Services and University goals.
Primary Duties And Responsibilities
Fleet Rental Program
- Coordinate UCAR car-share rental program, loaner program, and long-term leases.
- Project lead for process improvement and new activities in the Fleet Rental Office as assigned.
- Monitor program activities for consistency with program goals and protocols.
- Continually recommend and implement process improvement actions to enhance customer service quality and value.
- Assist Fleet Manager with permanent assignment activities.
- Assist the Fleet Fiscal Specialist with month-close and provide billing support.
- Manage the automated invoice system and reprint ISDs, as requested.
- Coordinate vehicle-tolling activities.
- Provide departments with vehicle rental and mileage usage data and analysis.
- Troubleshoot hardware, software and user-related rental issues.
- Assist with installation of UCAR hardware system, software, and firmware upgrades.
- Troubleshoot UCAR rental hardware and software system glitches and provide sustainable solutions.
- UCAR hardware inventory management.
- Assist with maintaining up-to-date Rental Program Policy documentation.
- Prepare rental utilization reports.
- Assist with vehicle driving incident reporting process.
- Manage Fleet customer account database.
- Assist with the management of Fleet Rental Office operations:
- Provide leadership and training to Service Attendants.
- Answer telephones and monitor email messages.
- Provide vehicle-cleaning support based on operational need.
- May represent Fleet Services at meetings and conferences.
- Maintain fuel policies, procedures, and documentation.
- Educate customers on fuel policies and procedures.
- Track and report fuel inventory and consumption, prepare fuel consumption analysis and compliance reports. Investigate fuel discrepancies.
- Coordinate annual physical inventory audit of Fleet credit cards.
- Maintain vehicle mileage readings and review of fuel miles per gallon.
- Coordinate in-house fueling program to include fuel pump maintenance and inspections, fuel software administration, vehicle and user access administration, and fuel recharge reconciliation.
- Coordinate in-house fuel pump inspection training.
- Coordinate fuel credit card program to include administration of credit card account, card issuance and cancellations, and reconciliation and posting of fuel transactions.
- Coordinate and report on biennial equipment and vehicle physical inventory.
- Conducted vehicle licensing, intake, and disposal activities.
- Coordinate collision management and vehicle up fit activities with Fleet Shop.
- Manage office supplies, communication equipment and services, and office equipment.
- Coordinate office equipment inventory and replacement schedule.
- Manage applicable record retention files.
- Assist with the planning, development, implementation, and evaluation of strategic plans, office policy, and departmental programs; devise new procedures to facilitate administration of new policies; and assist in the development of program content.
- Provide quarterly, annual, and special project activity reports.
- Prepare reports, memos and correspondence using word processing, spreadsheets, database, graphics, and statistical software.
- Develop, modify and maintain program database, office records and filing system for program data, correspondence, reports, research, etc.
- Perform related duties to support Fleet Services as required.
- Perform other duties as assigned.
- Demonstrate personal integrity and trustworthiness.
- Manage stressful situations and changing priorities effectively.
- Anticipate, recognize, and resolve problems.
- Be responsible and accountable.
- Use organizational skills and provide attention to details.
- Maintain a positive, optimistic, and success-oriented attitude.
- Exercise professionalism, which includes being tactful and courteous.
- Exhibit a professional work ethic.
- Continuously promote a safe work environment.
- High school graduation or equivalent AND two years of experience in providing business operation support in fleet management OR equivalent education/experience.
Desired
- Bachelor's degree in related field and/or 1 year of experience in transportation management, vehicle rental and/or the automotive industry
- Demonstrated success in a lead or supervisory role.
- Knowledge of Transportation Services policies and procedures. Knowledge of UW administrative procedures.
- Experience with publications, newsletter layout, and web design
- Experience in computer hardware, server, and software, i.e. learning and using new programs, troubleshooting problems, implementing solutions
- Effective interpersonal and communications skills
- Willingness to report to work in the event that the University suspends operations because of severe weather, natural disaster, or other emergency conditions.
- Must be able to work in a non-smoking environment.
- Regular and predictable attendance is required.
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under
