PROGRAM OPERATIONS SPECIALIST - ADMIN AND FINANCE

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 population.

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 four consecutive years.

The Department of Laboratory Medicine & Pathology has an outstanding opportunity for a Program Operations Specialist.

This position reports to the Assistant Director (AD) of Facilities and collaborates closely with the DLMP Managers, Directors and Chairs. Advise and assist the AD of Facilities, act as liaison to faculty, represent the Department where appropriate with respect to asset and vendor management in support of all facilities and space requirements. Responsible in the management for equipment accrued via Department resources. Ensures that the Department meets all standards set by the University, State and Federal Guidelines as appropriate. Advise and assist the AD of Facilities to represent the department as appropriate with department space utilization and facility renovation. Coordinate department renovations ensuring that the Department meets all standards set by the University and State.

DUTIES AND RESPONSIBILITIES

Project Management of facilities and ongoing site maintenance (35%)
- Oversight of ongoing moving efforts of the department’s laboratories and administrative staff
- Lead and direct large projects that include re-design of laboratory space and administrative space in order to meet the always changing needs of a national leader in laboratory testing.
- Participate in department or other relevant safety committees

Asset Management (25%)
- Represent Department and/or act as liaison in departmental interests wherever appropriate
- Direct the department’s efforts to manage assets and ensure we are in compliance with the School of Medicine and Upper Campus equipment management office.
- Responsible for managing the department’s equipment and assets, which has a value in excess of $10M.  Troubleshoot and resolve any discrepancies of equipment and assets.   Escalate when appropriate.
- Ensure audit preparedness and coordinate equipment inventory with the following entities; University of Washington, Washington State, all relevant Federal institutions.
- Direct and advise managers and faculty and ensure compliance on the following activities:
- Establishing new assets into data base.
- Annual audits of equipment.
– Special audits as needed.
- Transfer, surplus or disposal of assets.

Renovation, space utilization and facilities (25%)
- Work closely with managers, faculty, Chair and Vice-Chair to develop new lab space development, re-design existing lab space, develop new administrative space and re-design administrative space.
- Act as the department representative for all outside vendors related to laboratory and administrative space design.
- Act as the department representative when coordinating with appropriate space owners, including; UW School of Medicine, UWMC, HMC, UW and outside corporations Lab Medicine leases space from.
- Participate in the submission and updating of the GeoSIMS or other relevant database on an ongoing base.
- Develop and maintain productive and professional relationships with the appropriate leaders outside of the department related to space utilization, acquisition and renovation. These areas include, but are not limited to; UW School of Medicine, UWMC, HMC, UW and outside corporations Lab Medicine leases space from.
- Manage and track status of renovation projects for the Department. Prepare detailed reports of progress for the Department’s leadership.
- Manage and track work orders and repair for department. Prepare detailed reports of progress for the Department’s leadership.
- Prepare and/or collect data for space utilization reports as required by the Department, School of Medicine, or the University.
- Coordinate facility related concerns with off-site locations.
- Maintain excellent verbal and written communication.

Procurement leadership team (15%)
- An active member of the department’s procurement team, assists with equipment orders and updates the UW Oasis or other relevant database.
- Acts as a back-up manager for the procurement team when the assistant director is unavailable.
- Provide training and implementation of any short or long term processes, policies, or systems to internal and external clients.
- Oversight of budget in relation to facilities, assets, space, renovation for department and hospital budgets.

MINIMUM REQUIREMENTS
Bachelor's Degree in Business, Finance, Human Resources, or other related field. Experience may substitute for education.

Four years of combine experience:
-Experience in lead role.
-Experience with asset management
-Experience with project/program management.
- Experience with facilities management

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

Desired
-  Experience  with Oasis and GeoSIMS.
-  Facilities experience to include operations planning and new project start-up.
-  Demonstrated supervisory experience
-Experience with clinical and/or reseach.

Conditions of Employment:
• It will be necessary to work in other departmental locations in order to meet patient service requirements, especic Center. In addition, less frequent work effort will be required at other UW School of Medicine locations (e.g., South L area healthcare institutions.
• Will be considered essential staff and as such will be required to report to work when scheduled despite inclement weather. May be required to work weekends, and off hours.

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 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.