1+ months

Planning and Project Services Administrator (Project/Temporary)

University of Washington
Seattle, WA 98104

Planning and Project Services Administrator (Project/Temporary)

Req #: 215359
Department: UW Tacoma
Appointing Department Web Address: https://www.tacoma.uw.edu/
Job Location: Tacoma Campus
Posting Date: 11/29/2022 
Closing Info: Open Until Filled 
Salary: $4,859 - $7,288 per month 
Other Compensation:  
Shift: First Shift 

The University of Washington (UW) is proud to be one of the nations premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.

The Planning and Project Services Administrator (PPSA) will report to the Associate Director, Planning and Retail Services and will work closely with the Space Planning Manager (SPM) to provide professional space planning and project delivery services to the Integrated Facilities Management (IFM) team.

The PPSA will work independently, exercising independence and clear judgement to: facilitate short- and long-term campus planning, efficiently and effectively utilize campus space resources, and successfully manage major and minor campus projects.

The PPSA will develop campus policies, procedures, and practices to standardize and coordinate space allocation, modifications, reconfigurations, and relocations on campus.

The PPSA will coordinate multiple and concurrent projects, often with competing needs and deadlines.  PPSA will collaborate with the IFM team and campus partners to assess program needs and activities and determine opportunities to increase efficiency, reduce costs, improve unit performance and customer service outcomes, and ensure continuity of operations.
The PPSA works closely with an integrated team of space management, project delivery, and asset management professionals to deliver programs and services that meet the space and physical resource needs of students, faculty, and staff while managing risk and  positioning the university for long-term success.

The PPSA is the primary point of contact for stakeholders from across campus with space and project needs.  PPSA exercises independent judgement in the uptake, prioritization, and recommendation of space and project requests to the IFM team.  Success requires the PPSA to simultaneously build positive relationships with campus constituencies, while at the same time managing customer expectations to ensure efficient and effective utilization of limited IFM resources.

PPSA maintains a working knowledge of ADA and Accessibility policies and requirements and specific expertise in the requirements of the UW Tacoma ADA Transition Plan in order to provide meaningful and actionable analysis and recommendations to address ADA and Accessibility barriers across campus.  PPSA coordinates with the UW ADA & Accessibility Steering Committee to ensure that UW Tacoma efforts to enhance accessibility across campus are aligned with UW policy and specifically of the requirements of the UW Tacoma ADA Transition Plan.

This is a project appointment scheduled to go through June 2023 and is contingent upon additional funding.

RESPONSIBILITIES
Space Management and Planning Services 40%
Under the direction of the SPM, lead planning, scheduling, implementation, and tracking of minor campus moves
Manage planning and implementation of minor furniture and space refresh projects, including triage of space requests, stakeholder engagement, needs assessment/scoping, budgeting, vendor negotiation, purchasing, coordination with UW Tacoma Information Technology team, and project closeout
Manage campus signage program updates related to office assignments/moves, title/name changes, and space function changes
Provide research and analysis of vendor and product information to SPM
Perform regular audits of university space use and inventory
Maintain and update data in InVision, universitys central space management system; coordinate with UW Seattle Facilities Services to include new space and renovations in InVision
Perform annual furniture inventory and condition assessment; maintain inventory and assessment data and provide summary analysis and planning recommendations to SPM
Lead ordering, receipt, and installation of furniture orders; track and verify shipments
Maintain database of furniture warranty records; initiate warranty repair requests and manage vendor relationships and response to ensure completion
Monitor and reconcile monthly space management project and furniture budgets; initiate JVs and other actions as necessary; provide quarterly summary analysis and planning recommendations to SPM
Maintain accurate database of inventory and condition of stock furniture items
Plan and coordinate UW Surplus disposal of unneeded inventory on a quarterly basis as well as those associated with Work Orders and space projects
Collaborate with SPM to develop, document, and implement campus design standards for spaces, furniture, and finishes
Staff UW Tacoma Space Planning Advisory Committee; assist SPM on drafting space management policies and procedures based on Committee guidance
Collaborate with SPM to ensure continuous improvement of space management processes, online tools and customer resources
Project Delivery Services 30%
Maintain a clear understanding of all IFM projects and university policies/procedures in order to provide effective project management services to Construction Projects Manager (CPM)
Organize, implement, and document process and results of IFM annual project planning and update cycle
Lead continuous improvement of processes for identification, request, review, and prioritization of campus projects
Maintain accurate and comprehensive databases and records of major and minor alterations to campus buildings, infrastructure, facilities, and public spaces; provide regular and ad-hoc summary analysis and reporting
Manage and continuously improve project work order process from initiation, planning, implantation, and close out
Drive project budget accounting, reconciliation, and forecasting
Plan and implement project communication plans, including project webpages, informational signage, presentations, and campus communication via email and social media channels
Serve as liaison between IFM and third-party property management firm to ensure proper review, approval, and tracking of tenant improvements, alterations, and major repairs to UW Tacoma real estate portfolio
ADA and Accessibility Program Coordination 20%
Coordinate UW Tacoma ADA Transition Plan program to facilitate effective and meaningful campus response to UW ADA & Accessibility Steering Committee initiatives
Provide analysis and recommendations to prioritize and remediate barriers to access identified in UW Tacoma ADA Transition Plan
Actively engage campus and university constituents to identify accessibility challenges, barriers, and desired/prioritized solutions
Implement Integrated Facilities Management ADA Training Program
Staff UW Tacoma representation on UW ADA & Accessibility Steering Committee
Other Duties 10%
Work collaboratively with IFM team to continuously improve processes and enhance customer service outcomes
Provide occasional backup coverage IFM customer service points
Assist other IFM staff in meeting deadlines
Support, coordinate, and lead special projects

QUALIFICATIONS
Bachelors degree in Business Administration, Architecture or related field and two years experience to include:
Project organization and planning; management of complex schedules
Data collection, management, and reporting
Budget planning, reconciliation, and forecasting
Continuous improvement and documentation of policies and processes
Customer service and stakeholder engagement

DESIRED QUALIFICATIONS
Excellent interpersonal verbal and written communication skills
Responds well to changes and adapts within a fast paced dynamic environment
Ability to work independently on multiple and concurrent projects
Well organized; methodical with a high level of attention to detail
Experience using MS Word, MS Excel, MS Project
Knowledge of furniture, office systems furniture, and equipment installations
Able to read architectural drawings and furniture plans
Broad knowledge of project management tools and techniques

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.

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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

COVID-19 VACCINATION REQUIREMENT

Employees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.


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Posted: 2022-12-01 Expires: 2023-02-13

University of Washington

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Planning and Project Services Administrator (Project/Temporary)

University of Washington
Seattle, WA 98104
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