PROGRAM SUPPORT SUPERVISOR II Open to current UWF employees only - Seattle, United States - University of Washington

Description

Req #:

Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION

Appointing Department Web Address:

Posting Date: 05/14/2024

Closing Info

Closes On 05/29/2024

Salary: $4,299 - $5,782 per month

Limited Recruitment

Other

Limited Recruitment Other: Open to current UWF employees only

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. )

Work schedule: M - F; 6:55am - 3:25pm

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.

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.

We have an outstanding opportunity for a Program Support Supervisor II to supervise program support staff under general direction of the Maintenance Zone Manager; and provide high-level confidential administrative support to the Maintenance Zone Manager, Maintenance & Construction (M&C).

Primary Duties and Responsibilities

Maintenance Program Support

• Ensure continuous effective customer service for incoming communications.
• Coordinate with Facilities Employee Services personnel to handle the processing of the FMLA and Disability Accommodation policies and procedures for employees.
• Prepare correspondence, records, reports, forms, memoranda and other material for the Zone Manager, Maintenance Supervisors and Zone Coordinators.
• Facilitate the M&C recruitment process.
• Employ AiM, computerized maintenance management system, to monitor and resolve issues regarding budgetary requests, payroll discrepancies, and the purchase of departmental equipment.
• Employ University and internal computer systems including eProcurement, Workday and TMS to obtain information.
• Maintain Zone records such as MAES (Maintenance Employee System) and key inventories.
• Coordinate office equipment ordering and maintain records of purchase.
• Maintain filing systems, including departmental employee files.
• Maintain official Zone bulletin boards.
• Follow University Records Retention Schedule requirements.
• Perform the duties of a Program Coordinator and/or Assistant.

Personnel

• Responsible for the overall supervision, development, and management of assigned staff personnel.
• Monitor, inspect and assess employee performance providing feedback necessary to meet performance standards.
• Address and resolve employee performance and behavioral issues.
• Implement and participate in employee corrective action as required.
• Conduct annual performance reviews of assigned personnel.
• Review and approve timecards.
• Review and approve leave requests according to policies and procedures.
• Ensure direct report personnel attend required training as scheduled.
• Input training attendance information into the Training Management System (TMS).
• Assist Maintenance Supervisors with information from TMS when requested.

Organizational Leadership and Engagement

• Positively support all management directives and actively promote the purpose and foundational values of M&C.
• Ensure adherence to Maintenance & Construction (M&C) protocols and all University and UW Facilities policies and procedures including the UW Facilities Leadership Standards, Individual Accountability Protocols (IAP), and Management Accountability Protocols (MAP).
• Participate in and follow through with M&C process improvement initiatives including incorporating Lean principles into internal work processes and promoting employee engagement in continuous improvements and innovation.

Coordination

• Communicate with Maintenance Zone personnel, other UW Facilities shops as well as external business partners such as FES (Facilities Employee Services) Human Resources and Payroll to facilitate work.
• Promote excellent customer service through effective, courteous and professional interactions with clients, colleagues and the campus community.
• Represent M&C at meetings promoting the professionalism of the organization.
• Participate in peer unit meetings for the purpose of standardizing implementation of department-wide policies and procedures.

Other

• 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:

• High School graduation or equivalent AND three years' experience providing business operations support in facilities maintenance or construction environment OR equivalent education/experience.

Additional Requirements include:

• Excellent interpersonal and oral/written communication skills and a proven ability to work successfully with people at all levels throughout the organization and with a wide range of internal and external stakeholders.
• Able to maintain professional behavior and composure in a fast-paced, dynamic, customer service-driven environment.
• Excellent problem-solving skills.
• Able to anticipate and recognize problems, and develop and implement creative, cost-effective solutions.
• Able to function within a complex regulatory environment.
• Demonstrated ability to effectively interpret and apply standards, regulations, policies, and procedures.
• Excellent organizational skills.
• Able to work independently and successfully prioritize and coordinate multiple programs and assigned tasks.
• Demonstrated flexibility to meet changing and unpredictable requirements.
• Must possess strong personal integrity, trustworthiness, and professional work ethic.
• Proven ability to lead by example in both performance and behavior and to hold employees accountable to established expectations.
• Demonstrated positive, optimistic, success-oriented attitude and ability to positively support the organization, applicable policies, and management decisions.
• Proven ability to take direction, meet expectations, and work cohesively as a member of a team.
• Demonstrated proficiency with standard productivity software including Microsoft Office Suite or equivalent products.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Demonstrated successful experience with computerized maintenance management systems.
• Demonstrated experience with University procedures and processes.
• Demonstrated experience providing administrative support to senior management personnel.
• Demonstrated experience supervising clerical employees supporting a varied and complex operation.
• Demonstrated experience in a skilled trade work environment.
• Demonstrated experience working in a customer service-oriented operation.

Conditions of Employment:

• Possession of a valid Washington State driver's license
• May be required to accept variable work shift.
• Must be able to work in a non-smoking environment.
• Must participate in medical screening/monitoring (such as TB screening and proof of measles inoculation) required for work assignments in locations, including but not limited to, nonhuman primate areas, the Animal Research and Care Facility, and the University of Washington Medical Center.
• 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.