ASSISTANT TO THE DIRECTOR, Facilities Maintenance & Construction - University of Washington

Req #: 240699 Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION Appointing Department Web Address: https://facilities.uw.edu/unit/maintenance-construction Job Location Detail: open to hybrid work schedule (combination in-office + remote) Posting Date: 11/01/2024 Closing Info: Closes On 11/14/2024 Salary: $5,027 - $6,834 per month Shift: First Shift Notes: 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. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_a11y.pdf) 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 Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group. Please visit UW Facilities web page for more information: UW Facilities . Maintenance & Construction (M&C) is responsible for general maintenance, repair, and renovations of all University of Washington (UW) main campus facilities including building interiors, exteriors, and grounds, as well as logistics, moving, and disposal of surplus equipment and furniture. We have an outstanding opportunity for an **Assistant to the Director** . Under the general direction of the Director of Facilities Maintenance & Construction - and with minimal supervision - the Assistant provides primary professional support to the Director. The Assistant functions as gatekeeper and logistician for the Director's Office and serves as the Director's representative to business partners, stakeholders, and customers. The Assistant must be able to communicate efficiently, empathetically, firmly and effectively. Attention to detail, grace under pressure, ability to manage multiple competing priorities, political acumen, and an ability to lead with humility are vital to success. The ability to independently recognize situations that require confidentiality and to act accordingly is essential. In addition to responsibility for smooth operations of the Director's immediate office, the Assistant provides oversight for the clerical and administrative functions in all FMC administrative offices and provides administrative support as necessary for the Deputy Director for Facilities Maintenance and the Assistant Director for Work Management. **Primary Duties and Responsibilities** Director Support (40%): - Serve as liaison support for the Executive Director and the Deputy Director of Maintenance and Construction, including assistance with managing the Directors' schedules; sending communication on their behalf; and setting up higher-level meetings, committees, and events. - Take and distribute minutes, track action items, and ensure timely completion. - Works with Executive & Deputy Directors' direct reports to assure coordination between their calendars and the Directors' schedule as required. - Works closely with other high-level officers in FS and UW, other academic and administrative officers, students, as well as with external officials with whom the Directors do business. - Accept and manage project work as assigned, including correspondence, coordinating efforts for change, developing, and implementing appropriate policy, and decision-making on behalf of the Directors. - Oversees the coordination of the Grounds Improvement Advisory Committee. Schedules monthly meetings, creates agendas with input from committee members and presenters, takes meeting minutes; maintains database of Team Charter, agendas, meeting minutes, presentations, etc. - Assures accurate and proper response with in-depth research to inquiries received by the Executive Director to include Public Records Requests and other information requests. - Draft occasional communications for, and on behalf of, the executive director; edit and review materials, develop presentations, and develop and maintain timelines for delivery. - Manages reception of and correspondence with stakeholders with whom the Executive and Deputy Directors communicate and do business; assures priority attention to their requests. - Coordinates, or as necessary prepares and submits, various documents or presentations required by the Executive and Deputy Directors and tracks assignments and delegations from the Executive Director to other staff in M&C. Human Resource Responsibilities (40%): - Maintain a HR HCM2 security role in Workday. - Collaboratively manage all recruitments, resume review, interviews, candidate selections, new hire process, onboarding, offboarding, professional development, salary/position reviews, retirements, resignations, salary adjustments, FMLA, bereavement, performance reviews, performance improvement plans, and other ad hoc HR processes as they arise. - Manage database of personnel and recruitment files. - Provide guidance and feedback to Directors and hiring managers, as well as collaboratively work with UWF HR partners and managers to resolve HR matters, often on behalf of department leaders and ensure M&C HR processes remain synchronized with UWF processes ensuring consistency and clarity. - Plan and coordinate all-staff meetings, bi-monthly Leadership meetings, semi-annual Leadership Retreats, Quarterly Trades Meetings, and quarterly service award recognition program events. Administrative Services (20%): - Establishes and manages administrative procedures necessary for the effective and efficient operations of the Executive Director's immediate office, including establishment and maintenance of appropriate central subject files, personnel records, attendance reporting, etc. - Oversees administrative staff in all satellite M&C offices to refine and standardize application of administrative processes and procedures to ensure compliance with UW Facilities and HR policies. - Coordinate and lead weekly Administrative Team meeting: create agenda, lead meeting, send out summary. - Provide support in general office supply maintenance including supply ordering, department computer and mobile phone program operations for M&C, managing the M&C department vehicles (i.e. scheduling maintenance and repairs when needed). - Possess high-level understanding of business processes within the unit and demonstrate the ability develop and implement improvements to each. - Provide training for all new Support Staff. - Responsible for reports and records in the Executive Director's office, the review and handling of incoming correspondence, assuring its proper distribution, safekeeping, filing and ultimate disposition, closely following the UW's Records Retention Schedule. - Travel arrangements for Directors and other M&C staff. - Occasional supervision of temporary or hourly employees on an as-needed basis. In the absence of a Unit Supervisor, may act as temporary supervisor for unit support staff. - Manage and reconcile ProCard for the department. - Perform other duties as required. **Core Competencies** - 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. **Requirements include:** - Bachelor's degree and two years of increasingly responsible administrative experience supporting upper-level management or a high-level decision maker. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **Desired:** - Have experience and be comfortable working with high-level decision-makers and proven success in working professionally with people at all levels of a diverse organization and a wide range of external stakeholders. - Demonstrated professionalism, confidentiality, poise, and composure in a fast moving and dynamic environment. - Proven ability to exercise a high degree of professional judgment and work independently with little direct supervision. - Demonstrated keen analytical skills and ability to resolve internal and external work-related and people-related problems. - Proven success in effectively organizing meetings and other events. - Advanced skills in Microsoft Office Suite. - Proven outstanding organizational skills. - Able to work independently and successfully prioritize and coordinate multiple programs and assigned tasks. - Demonstrated flexibility to meet changing and unpredictable requirements. - Demonstrated outstanding verbal and written communication skills. - Professional and positive demeanor. - Extensive experience in, and knowledge of, university culture, values, and sensitivities. - Experience in a facilities management or construction organization. - Possession of a valid Washington State driver's license. **Conditions of Employment:** - While usual hours fall within standard business hours, work may be required during hours beyond standard business hours including weekends. - Position requires flexibility to deal with emergency situations, meetings, or other scheduled work that may fall outside normal work hours. - Work is performed in an open office environment - successful candidates will possess the concentration and social skills necessary to work in that environment. - Must be able to work in a non-smoking environment. - Regular and predictable attendance is required. 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.** University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.