University of Washington

Seattle , WA

FACILITIES & EVENTS COORDINATOR (PROGRAM ASSISTANT)

University of Washington
Seattle, WA Full-time
Posted on January 28, 2019
FACILITIES & EVENTS COORDINATOR (PROGRAM ASSISTANT) Req #: 164088 Department: COMPUTER SCIENCE & ENGINEERING Job Location: Seattle Campus Posting Date: 01/25/2019 Closing Info: Closes On 02/01/2019 Salary: $2,907.00 -$3,858.00 Union Position: Yes Shift: First Shift 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. The Paul G. Allen School of Computer Science & Engineering (CSE) has an outstanding opportunity for a full-time Facilities & Events Coordinator (Program Assistant). The Allen School is a prominent academic and research school in the College of Engineering. Consistently ranked among the top programs in the nation, CSE educates tomorrow’s innovators, conducts cutting-edge research in the principal areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computer science and computer engineering. CSE is widely recognized for success in promoting diversity.The Allen School is located in the spectacular Paul G. Allen Center for Computer Science & Engineering at the heart of the UW campus in Seattle. Construction is nearing completion on the Bill & Melinda Gates Center, a second building opening in early 2019 that will create space to respond to the ever-expanding student demand, employer demand, and opportunity for impact. The Facilities & Events Coordinator will be based in one of the two Centers.DescriptionThis position will provide program support to Allen School faculty, staff and students as a member of the highly collaborative Operations team. With 8 full-time staff and 2 student assistants, the Operations team provides a broad range of building and operations support, including front office operations/reception, phones, events and catering, building access and keys, furniture, alterations, building safety, facilities and maintenance, and database management. This position will focus on the areas of facilities and events, and will back up reception and Makerspace staff as needed. Working under general supervision, this highly customer-oriented position will independently perform tasks, resolve problems and respond to inquiries, drawing on knowledge of policies, procedures, and the operations needs of an academic department. This position reports to the Director of Facilities, and works closely with the Operations and Events Manager.RESPONSIBILITIESFacilities Program Support:• Provide support for office moves and building alterations projects, including moving furniture, answering questions from UW facilities personnel, resolving or referring problems, etc.• Procure furniture and other facilities materials as assigned by the Facilities Director.• Utilize UW CAAMS database to provide appropriate student access to the building and labs. Issue keys, building permits and maintain records.• Organize and upkeep facilities support spaces.• Maintain inventory of storage room and facilities.• Monitor building maintenance needs, e.g. check for burned out lights, spills, etc.• Utilize the UW facilities system to submit requests for building operational problems and follow up to assure problems are corrected.• Perform general maintenance and clean up in conference rooms, copy room, lounges, kitchens and other spaces as required.• Maintain on-site bulletin boards, post/remove announcements.Events and Operations Program Support:• Interface with CSE faculty, staff, students, vendors and community members on a daily basis, answering questions, resolving or referring problems, providing support and contributing to a positive and welcoming atmosphere.• Act as front of house contact for event attendees, troubleshooting if problems arise, and executing tasks on the event production schedule as assigned.• Assist with event set up (including early morning/late evening events) and management, including but not limited to: Receiving catering and rental deliveries, moving furniture, posting signage.• Act as one of three school points of contact for recurring lunch orders. Coordinate and set up regularly recurring lunches/refreshments as requested for various school groups.• Track inventory. Order supplies from multiple vendors using UW ProCard. Stock event supplies including food and drinks. Drive to area vendors to pick up supplies as needed.• Organize event support spaces and equipment.• Prepare snack carts for regularly occurring lectures and meetings.• Fulfill daily events maintenance tasks, including: Resetting conference rooms, stocking soda refrigerator, preparing coffee service(s), sending out linens for cleaning, taking inventory.• Accurately track and reconcile UW ProCard purchases each month.Other Responsibilities:• Provide back-up support to the Receptionist as needed. Duties may include answering multi-line telephones, forwarding messages to faculty/staff using email, receiving and referring visitors, coordinating student drop in appointments, providing general information about the CSE undergraduate and graduate program, referring students to appropriate resources on campus, and any other duties assigned to the Receptionist.• Provide back-up support to the Makerspace Operations Manager as needed. Duties may include assisting with training users of the space, ensuring safety, tracking inventory, and ensuring maintenance of equipment.• Operate and maintain office equipment including copy, fax and shredding machines.• Assist faculty and staff with special projects, mailings, errands, copy work, etc. as needed.• Promote a safe work environment.• Other duties as assigned.MINIMUM REQUIREMENTS:High school graduation or equivalent AND two years of full-time clerical experience, OR equivalent education/experience ADDITIONAL REQUIREMENTS: • Of the two-year requirement above, one year of applicable customer service or facilities operations experience, preferably with public interface.• Proficiency with the use of computers, electronic mail, word processing, spreadsheets, databases, and Internet systems• Effective writing skills. Proven ability to write clear electronic mail messages with a positive tone, correct grammar and punctuation, and follow standards when applicable.• Basic math proficiency for performing computations such as costs and fees.• Physical ability to do the required work. Must be able to lift and carry up to 50 pounds; push and pull with approximately 50 pounds of force on a daily basis.• Must be available to occasionally work early mornings, evenings, and weekends during events.• Must be able to travel efficiently and effectively to local vendors, off-campus storage facilities, and off-campus event sites throughout Seattle on a monthly or as-needed basis.• Effective interpersonal communication and customer service skills. Ability to work professionally with faculty, staff, students, donors or other constituents, and the general public.• Proven ability to work independently and problem solve, take initiative, set priorities and handle multiple projects and deadlines, as well as the ability to respond effectively to changing priorities.• Positive, optimistic, success-oriented attitude.• Driver’s license required, to assist with running time-critical errands for events using UW or other vehicle.DESIRED:• Familiar with operations needs of an academic department, including building, office, and events.• Customer service experience in an academic setting, including effective interaction with faculty, students, and staff.• General knowledge of CSE graduate and undergraduate programs, UW admissions policies and UW student resources.• Knowledge of the UW CAAMS database and the UW facilities system. Knowledge of UW Purchasing portal (ARIBA).• Proficiency with Google Suite and Skype.Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.For detailed information on Benefits for this position, click here.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 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. The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral. The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu. Apply for this job