Job Information
University of Washington IEB Coordinator in Seattle, Washington
Job Description
Together with world-class partners, the University of Washington’s College of Engineering is developing a new generation of innovators. A national leader in educating engineers, each year the College turns out new discoveries, inventions, and top-flight graduates, all contributing to the strength of our economy and the vitality of our community. As a College of Engineering employee, you can help create a real impact for our students, faculty, friends, and fellow staff while joining a community of innovators committed to building a culture where all members thrive, are valued, and feel a sense of belonging.
Position Purpose
Reporting to the IEB Operations Manager in a matrixed workplace structure, the IEB Coordinator is responsible for day-to-day facilities management and student-centered activities taking place in the Interdisciplinary Engineering Building (IEB), including managing the IEB student employees in support of the IEB front desks. This position will also support the student services mission of the programs offered by the College of Engineering Office of Academic Affairs, including first-year advising and engineering career services. Additional duties include front office operations/reception, phones, building access and keys, building safety, facilities and maintenance, and events support.
Position Complexities
The IEB is a state-of-the-art building that houses offices, study spaces, event spaces, general assignment classrooms, and curricular labs. The IEB Coordinator helps ensure the building is kept in good working order to support the research and instructional environment, as well as showcase the School’s internal and external events. The IEB Coordinator exercises good leadership skills, independent judgment, and effective decision-making to ensure the success of IEB facilities and operations.
Position Dimensions and Impact to the University
This position requires continuous daily interaction with a diverse internal and external clientele. IEB clients include around 6000 undergraduates, 2000 graduate students, 100 faculty, 150 staff, and daily visitors. The person in this position will be expected to be on site Monday – Friday, during second shift hours as determined by university needs.
Duties & Responsibilities
Working collaboratively with the IEB Operations Manager, the IEB Coordinator manages the day-to-day operations and the front office student staff in meeting the maintenance, infrastructure, and operational needs of the IEB. The position focuses on the following critical areas of responsibility:
Building Management
Serve as the main point of contact for UW Facilities teams for minor building maintenance.
Track Work Orders in the UW system and monitor progress to assure completion of projects.
Manage and monitor minor office and space alterations.
Act as a point of contact for building services and outside contractors on projects in process.
Effectively collaborate with Custodial and Facilities Services to ensure an adequate schedule for cleaning and maintenance of the IEB.
Proactively identify safety hazards and maintenance needs. Respond to urgent or emergency maintenance needs that impact day-to-day use of spaces.
Carry out processes and policies for the operation of new and existing spaces and services throughout the IEB (e.g., shared spaces, kitchens, offices, research spaces, etc.), including equipment maintenance, space use, and supply management and delivery.
Track and ensure training programs for users of specialized equipment in these spaces to ensure safe operations.
Manage and oversee new office set-ups, office changes, and office moves.
Manage periodic and one-time projects with building occupants in office suites and/or with instructors within Curricular Spaces.
Assess policies and procedures and continue to implement improvements and changes as the IEB grows over time.
Support coordination of all conference and multi-use rooms, with users across the COE and greater UW community.
Responsible for routine daily and weekly tasks, such as facility inspections and eyewash testing, in full compliance with established EH&S standards.
Maintain and update necessary documentation, records, logs, and reports to ensure IEB and curricular labs are in compliance with EH&S and safety regulations.
Assist in preparing materials for internal and external EH&S audits, inspections, and compliance reviews.
Ensure all materials within the IEB are added to the MyChem database on a quarterly basis.
Building Access and Security
Manage day-to-day building access processes. Serve as Campus Automated Access Management Systems (CAAMS) point of contact.
Oversee academic and student access, including CAAMS building access “batches” for classes held onsite and process access for all faculty, staff, and students.
Support and implement building access policies set by the IEB Operations Manager. Ensure compliance with CoE and UW policies.
Create routine safety and security communications; elevate serious matters to appropriate resources.
Communicate immediately any urgent or relevant information that impacts building occupants.
Collaborate with the IEB Operations Manager, Associate Dean of Finance and Operations, UWPD, SafeCampus, and other appropriate resources to create a response plan for violence in the workplace and educate CoE employees and students about that plan. Participate in safety drills as they relate to the IEB.
Partner with the IEB Operations Manager, UW EH&S, and other appropriate units to ensure the IEB emergency plan is up to date.
Supervise IEB Student Employees
Participate in the hiring of student employees. Evaluate position descriptions and support in the search for student employees.
Lead student staff in alignment with daily and weekly operations as they relate to the building, facility, and program needs.
Manage student work calendars and determine work priorities while monitoring allocation of resources.
Manage and assign schedules, tasks, and projects for the students who work during the IEB Coordinator’s shift.
Review, revise, and edit task lists as needed.
Lead onboarding schedule with new student employees, train new student employees, and complete check-ins with new student employees.
Responsible for desk coverage during callouts, which may result in a change of hours to cover desk hours during call-outs and/or for any gaps in coverage.
Assign work hours to student staff for non-routine events.
Monitor student employee requests for time off or schedule changes.
Administrative Support
Serve in an after-hours on-call rotation responding to the unique needs of the IEB, including emergency access to spaces for maintenance needs, support for maintenance employees in any urgent information required, and respond if requested by emergency personnel to any emergencies occurring in the IEB.
Ensure accurate information is received for required UW documentation.
Serve as the back-up for the IEB Operations Manager. This includes emergency warden responsibilities, additional on-call hours, coverage of various hours to support building operations, current needs, and/or unique high-level events.
Co-lead building occupant meetings with representatives from each area.
Coordinate meetings with office suite points of contact on a regular basis to discuss unique suite operations, upcoming changes to operations, building changes, learn about any large upcoming events that may impact operations, and emergency training refreshers as required by UW.
Collaboratively create and maintain a policy regarding furniture, décor, and area usage geared towards a welcoming, student-facing environment.
Develop, monitor, and track budget expenditures related to supply orders for the IEB, including the kitchen and other shared spaces.
Responsible for incoming mail deliveries and procedures to update the appropriate staff and/or faculty members.
Track, organize, and maintain inventory records related to shared office supplies and kitchenette supplies for Suite 307.
Minimum Requirements
- Bachelor’s degree in a related field and one to three years of experience managing facilities and/or shared spaces.
Equivalent education/experience will substitute for minimum education/experience qualifications, except when there are legal licensing requirements to perform minimum job duties on the first day of work.
Additional Requirmenents
Ability to work independently and as part of a team.
Strong organizational skills with proven ability to take initiative and produce results with minimum direction.
Ability to set priorities and deal effectively with interruptions and constantly changing priorities.
Ability to manage time-sensitive requests and address them appropriately.
Skilled communicator working with people in a tactful and diplomatic manner during stressful situations.
Proficient in the use of computers, electronic communication, word processing, spreadsheets, the internet, and databases.
Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
Desired Qualifications
Experience working in or with UW Facilities.
Knowledge of UW policies and procedures.
Knowledge of UW facilities systems, including the CAAMS key card system.
Experience working in a STEM-related organization.
Working Conditions
The person in this position will be expected to be on site Monday – Friday, during second shift hours as determined by university needs. Hours and schedule will be reviewed semi-annually and updated as needed to meet business needs.
This position requires the ability to work a highly flexible schedule and be available outside of regular working hours to accommodate project and event demands. This may include working extended working hours, including weekends and evenings.
This position volleys between stationary desk work and frequent physical work requiring mobility, stamina, and the ability to move heavy objects up to 20 pounds.
Compensation, Benefits and Position Details
Pay Range Minimum:
$82,800.00 annual
Pay Range Maximum:
$88,800.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
100.00%
Union/Bargaining Unit:
Not Applicable
About the UW
Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.
UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.
Our Commitment
The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .
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 Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
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.