Work in Washington Veterans Jobs

Req #: 235216

Department: GLOBAL INNOVATION EXCHANGE

Job Location Detail: Steve Ballmer Building, 12280 NE District Wy, Bellevue, WA 98005

Posting Date: 06/18/2024

Closing Info: Closes On 07/07/2024

Salary: $3640 - $4864 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-classified-staff-20210208.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.

The University of Washington Global Innovation Exchange (GIX), an off-campus institute for interdisciplinary education in engineering and business, has an opportunity for an Administrative Services Coordinator (Program Coordinator SEIU 925). This role contributes to GIX’s mission to develop global technology leaders by making all GIX students, visitors, faculty, and staff feel welcome, engaged, and fully supported. This is a full-time, in-person role that leads and provides reception, fiscal, administrative, and operations-related services at GIX’s location in Bellevue, WA. They are expected to use independent knowledge to help advise students and tenants within the MSTI program and GIX building on fiscal and facility policies. The position reports to the Assistant Director of Finance & Operations at the Global Innovation Exchange.

Successful candidates for this position must enjoy and thrive on serving numerous internal and external stakeholders. Operating primarily from the welcome center at GIX, this person will be expected to communicate effectively, adapt to dynamic environments and changing needs, maintain organized and accurate records, and coordinate various functions of GIX to ensure consistently smooth operations and exceptional experiences for students, faculty, staff, and guests. To succeed, this person must be responsive, responsible, organized, detail-oriented, dedicated, and a team player. At all times, they should be able to maintain a positive and professional demeanor, often serving as the face of GIX for diverse audiences.

DUTIES AND RESPONSIBILITIES Reception and Operation Services (50%)

Direct the work of facility services, building access, parking, and event support. Serves as the first point of contact in interacting with the public and monitors all facility-related operational policies in a leading role and facilitate smooth operations at GIX through a wide spectrum of engagement and responsibilities. Support student employee(s) in their roles to assist with reception and operation services. Play a pivotal role in developing operational processes and ensuring the functionality and security of our facility. Embrace and execute additional duties as assigned, demonstrating adaptability and dedication to the team's objectives.

1. Reception and Guest Services: Oversee reception services and serve as the primary reception service provider, ensuring a professional and courteous experience for all guests and addressing inquiries promptly. Screen and respond to calls, offering accurate information and efficiently directing callers to the appropriate contact.
2. Property and Office Supply Coordination: Oversee inventory by meticulously tracking and logging all non-IT and non-Lab related property. Take charge of monitoring, purchasing, and organizing the office supplies.
3. Event Support Coordination: Oversee support for all GIX-related events, ensuring a seamless experience for all participants.
4. Kitchen Coordination: Oversee the cleanliness and operations of the kitchen environment and its appliances.
5. Parking Coordination: Oversee and enforce parking compliance and assist in resolving parking issues.
6. Onboarding: Coordinate elements of the onboarding process for staff, faculty, tenants, and students, facilitating their acclimatization to GIX facilities.
7. Security and Building Access: Coordinate entry security and access protocols, including badge production and distribution, to maintain a secure environment for various stake holders.
8. Space Utilization Coordination: Oversee booking process for rooms and storage room use and organization for optimal space utilization.
9. Mail and Delivery Coordination: Ensure timely and accurate delivery of packages, mail, and other items.
10. Facility Coordination: Receive and process requests for facility maintenance and janitorial services, overseeing task completion. Monitor and ensure the tidiness of conference rooms, classrooms, focus rooms, and common areas.
11. Tenant Liaison: Serve as the primary contact for tenant requests and services.
12. Relocation Support: Coordinate elements of the planned move of GIX to a new location, ensuring a smooth transition.

13. Develop and Improve Administrative Processes: As it relates to the duties above, develop and improve processes and policies.

    Administrative and Fiscal Support (50%)

Enhance the student experience and professional support for faculty and staff by providing accurate and timely coordination of fiscal transactions, inventory administration, and travel coordination for staff, students, and faculty. Maintain and organize all financial records for staff, faculty, and student purchases. Responsible for oversight for all fiscal responsibilities within the MSTI program code. Work with the Assistant Director of Finance and Operations to ensure all fiscal processes are fulfilled properly and in a timely manner.

1. Financial Transactions Expertise: Monitor and approves purchases, returns, and reimbursements for staff, students, and faculty as required for MSTI budget (currently PG107199). Provide guidance and serve as the primary point of contact for queries related to purchases, returns, and reimbursements. Presents all fiscal procedures and policies to students at the beginning of each quarter.
2. Inventory and Data: Track and log all purchased items, ensuring a comprehensive record of transactions. Coordinate the inventorying of purchased items as necessary.
3. Data Compilation and Organization: Support the Assistant Director of Finance and Operations by compiling and organizing student and staff purchasing data.
4. Purchase Receipt Coordination: Complete daily and weekly purchase receipt downloads and maintain accurate records.
5. Travel Coordination: Assist in arranging and coordinating travel, including approvals, for students, faculty, and staff. Handle logistics such as hotel accommodations, airline tickets, rail, and other transportation arrangements.
6. Reimbursement Support: Guide and assist in the submission of reimbursements for travel expenses for students, faculty, and staff. Coordinate reimbursements for travel costs beyond the 50-mile radius from GIX and all official transportation and parking costs within the radius.

7. Record Keeping: Coordinate and maintain organized records containing essential information for tenants, students, staff, and guests.

   Lead Responsibilities:

Acts as first point of contact for all guests, tenants, students, and staff members regarding GIX facilities. Works with any Reception & Event Assistant student employees to complete projects and team tasks. Be able to show strong communication and decision-making skills within the MSTI program using UW policy to advise students and maintain GIX policy.

MINIMUM REQUIREMENTS

High school graduation or equivalent AND two years of experience in operational support services and/or academic support services OR equivalent education/experience.

DESIRED QUALIFICATIONS

• Bachelor’s degree in any field. • Customer service experience. • Experience with fiscal process or policy.

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.