UW Medicine's IT Services department is looking for an outstanding Facilities & Safety Manager to join the team! What are we looking for?Patients Are First focusCustomer service mindsetInterpersonal skills and teamworkResults-oriented attitudeCommitmentAdaptability and flexibilityWhat are the perks?Medical insurance at reasonable rates with TEN plans to choose from!Dental Insurance at no cost to you OR your dependents...AND we have three plans for you to choose from!10 paid holidays annually!1 personal holiday every year!Generous amounts of vacation and sick leave that you can feel good about taking (more than 5 work weeks in your first year)!TWO Retirement plans to choose from - one even matches 100% of your contributions with immediate vesting!Voluntary Investment program to save more towards your retirement!Deferred Compensation program to save even MORE towards your retirement!Flexible Spending Account...Tax Exempt!Dependent Care Assistance program!On-site Childcare Centers!Long Term Disability insurance!Life and Accidental Death and Dismemberment insurance!U-PASS transportation program and discounted parking...PRE-TAX!Tuition Exemption program - at the UW (and other colleges around the state)!Housing resources and home buying options!Auto, home, renter, and boat group insurance!Valuable membership and merchandise discounts!Federal student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program!For all of the specific details on these benefits and more, please click here.UW Medicine's Information Technology Services (ITS) department is a shared services organization that supports all of UW Medicine. UW Medicine is comprised of Harborview Medical Center (HMC), Northwest Hospital & Medical Center (NWH), Valley Medical Center (VMC), UW Medical Center (UWMC), UW Neighborhood Clinics (UWNC), UW Physicians (UWP), UW School of Medicine (SOM) and Airlift Northwest (ALNW). In addition, UW Medicine shares in the ownership and governance of Children's University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Children's). ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all of these institutions, along with the implementation of new services and applications that are used to support and further the UW Medicine mission. The ITS Facilities and Safety Manager ('Manager') reports to the Assistant Director of ITS Human Resources & Administration and coordinates programmatic and strategic planning efforts to ensure effective operations for facilities and safety programs. Span of responsibility covers approximately 200,000 square feet of office space across seven locations where 600 ITS workforce members are located: Ninth & Jefferson Building and Pat Steel Building (Harborview Medical Center campus), IBM Building (downtown Seattle), Financial Center Building (downtown Seattle through 9/2020), UW Medical Center - Montlake, UW Tower, and Medical Administration Building (UWMC/Northwest campus). This position is responsible for the planning and organization of the operation, maintenance, repair, and construction/renovation of ITS facilities. The goals are to provide an environment that is compliant with HIPAA and all safety rules and regulations, is aesthetically pleasing and meets or exceeds ergonomic measures/requirements, and is conducive to a productive and professional workplace. The Manager will be responsible for adhering to the Facilities and Safety Budget (approximately $3.0M) which includes lease agreements, operational costs, and equipment and furniture purchases. This position will serve as the Project Manager for small to large scale facilities projects. This position also serves as the Chair for the Floor Evacuation Committee and serves as liaison with Medical Centers' Safety Officers, UW Safety, the ITS Business Continuity and Disaster Recovery program, and other University groups and committees pertaining to safety issues. The Manager will also work in tandem with the ITS HR Administrator, UW Medicine Human Resources, and the UW Disability Office for matters related to the Americans with Disability Act (ADA) where employee accommodation considerations are necessary. This position will manage the ITS Logistics Program which includes building and proximity accesses; parking; pagers; courier services; and the ITS Motor Pool Fleet, which is made up of around 15-20 vehicles, ensuring that all aspects of this program and ITS ridership are in compliance with UW policy and state law.The Manager is expected to exercise discretion and independent judgement and will have delegated budgetary responsibility for approximately $3M of daily operations (amount will increase for large scale facilities projects). The position represents the department, UW Medicine, and the University of Washington in matters related to negotiating vendor contracts, and oversees contractors to ensure work is done according to agreed-upon statements of work, invoices, etc. This position will work with ITS executive leadership, leadership from other entities, and peer positions across UW Medicine, including faculty, managers, supervisors, and employees in ITS. This position will be responsible for solving complex problems; developing new and creative ways to deal with issues or challenges leaders face regarding the intersection of business needs and employee satisfaction/engagement.UW Medicine Information Technology Services is comprised of over 600 faculty and staff in the information technology field. This position will interact with all levels throughout the department and may interact with faculty and staff of all levels throughout UW Medicine and the University of Washington on matters related to the facilities and safety program. This position can directly impact UW Medicine's bottom line by developing facility solutions that gain efficiencies and providing cost-costing measures where appropriate.Responsibilities include:ITS Facilities, Safety, and Logistics (30%)Establish programmatic goals, objectives, priorities, and schedules.Ensure compliance with applicable codes, rules and regulations.Develop and implement policies, procedures, and appropriate cost structures to provide consistent service delivery to all customers.Ensure effective and efficient utilization of resources; oversee asset management.Administer program changes subject to available budget; manage leasing agreements and ensure compliance; and develop program status and budget reports.Provide consultation and solve problems with employees, supervisors, managers, and executive leadership on facilities and safety issues, questions, and concerns.Manage ITS assets via the equipment inventory process which is maintained and updated regularly, organize large-scale surplusing, and act as a resource for service contracts.Manage security-related needs/issues for the department including access and ID card issues, recordkeeping, and keys.Partner with HR/Admin team to identify any necessary training requirements for department employees related to safety and workplace hazards and ensure that these training requirements are being met by department staff. Work with the HR/Admin for HR/Ops to develop and implement departmental evacuation and emergency plans.Manage all needs of the facilities; including day-to-day issues of physical sites (i.e. lighting, security, custodial services, etc.), work order submissions and follow-ups, and a proactive approach to resource allocation and conservation. Primary departmental point of contact for facilities services, custodial services, tradespeople, and external service providers.Serve as department contact for issues identified via Patient Safety Net (PSN) reports and problem-solve these issues in a timely manner.Recommend reallocation of resources to meet changing conditions and priorities.Engage in continuous process improvement to enhance service delivery, save costs, and increase efficiencies.Serve as a key department contact and liaison for Business Continuity and Disaster Recovery planning and disaster exercises.Lead and manage the Floor Evacuation Committee and Floor Warden Program.Serve as the department liaison with building safety officers and other University groups and committees. Manage the fleet of motor pool vehicles in keeping with UW and state rules and ensure drivers are compliant.Move Coordination, Space Inventory, and Space Analysis (30%)Facilitate discussion regarding space allocations with departmental leadership and develop efficient and effective plans to maximize space to ensure it is meeting the needs of department investigators. Ensure that all facilities and work space configurations are compliant with OSHA, WISHA, EH&S, and any other regulatory agencies.Space Planning, Space Inventory, and Space AnalysisUpdate space data information.Responsible for conducting space inventory surveys, updating information in space management application, and providing reports (i.e., stacking diagrams, blocking diagrams, vacancy reports, space usage reports, etc.)Interface with HR/Admin to update space management system on staff/contractor changes and make recommendations for changes as necessary.Work with HR/Admin team for onboarding/offboarding staff and contractors (i.e. desk assignment, phone setup, hardware acquisition, etc.)Move CoordinationReview move requests and coordinate moves with workload and process guidelines.Maintain an overall move schedule. Provide a single point of contact for move coordination including recommending and enforcing space and finish policies/standards.Work with teams to ensure surplus and move processes are coordinated and liaise with other departments and move vendors as necessary.Develop migration plans and sequencing of group moves/relocations.FurnitureWork with vendors and purchasing to coordinate the purchase and installation of furniture.Manage the furniture inventory.Act as point of contact for furniture requests and triage the request to the appropriate workflow, gathering all approvals where necessary.Coordinate purchase and installation of furniture.Project Management (20%)Plan and manage all projects involving alterations to space, construction, moves, and renovations.Manage all aspects of office relocations and facilities improvement projects, including but not limited to determining project scope and timelines, contracting with internal and external vendors and overseeing approved project budgets. This includes planning timelines, potential impacts, cost estimates, managing established project budgets, coordination with service providers and related budgetary controls, and approvals. Directly oversee and manage the project development process to achieve ITS goals and objectives.Consult, analyze and advise to develop and execute solutions.Create project schedules, addressing resources and required sequencing.Communicate with affected ITS staff.Monitor schedule, budget and completion of work to ensure projects are on time and on budget; manage and direct the work of internal and external resources needed to complete projects.Program Leadership (20%)Train, coach and mentor staff who are responsible for program support; create assignments, monitor employee performance against program goals and objectives; provide regular feedback and participate in the delivery of performance evaluations; recommend personnel action, including hires, promotions, dismissals in accord with University policies and bargaining unit contracts. Manage and direct the work of vendor and consultant resources.What you'll bring to the table: (minimum requirements) Bachelor's degree in Business Administration, Facilities Management or related degree that emphasizes critical thinking, problem-solving, and organization skills or equivalent combination of education/experience.5+ years' experience in a facilities and/or safety role within mid to large-sized organizations. Proven experience managing multiple and varied projects, to include developing the project plan, tracking and reporting on project status, and budget forecasting and performance. Demonstrated high level of oral and written communication skills. Demonstrated ability to work with a diverse workforce, including personnel of various levels.Successful candidates will also possess:Effective oral and written communication skills.Fast-paced, self-motivated working style and multi-tasking ability.Excellent interpersonal and coaching skills.Excellent organizational skills.Ability to exercise initiative and exhibit a high degree of professionalism including the ability to maintain confidentiality and use discretionAbility to manage complex programs effectively and efficiently under tight deadlines, with multiple interruptions, and without compromising quality.Ideally, you'll also have: (desired skills and experience)Familiarity with healthcare regulations such as HIPAA. Demonstrated experience with continuous improvement efforts. Experience in program planning and assessment. Certified Safety Professional and/or Certified Facility Manager designations.What are some of the other tidbits that you might want to know?The individual in this position is expected to work normal daytime hours. However, significant off-hours and weekends may be needed to resolve problems and respond to emergencies. This individual is expected to be available for emergencies (business continuity/disaster recovery efforts) on a 24x7 basis as needed. Because of the physically separated sites for UW Medicine, this position requires the ability to travel to alternative work locations. Must be able to occasionally lift boxes up to 25 pounds with or without assistance.Ability to communicate clearly in English, both verbally and in writing.This advertised job posting may not include the complete official job description for the role.Appointment of the successful candidate to this position will be made contingent upon a satisfactory outcome of criminal background checks.The application process for UW Medicine positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process (i.e. Work Authorization, Criminal Conviction History, 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 applying for a position, all assessments must be completed at that time. Please note that your application shows up in our system as ready to review regardless of whether or not all assessments have been completed. If the assigned Recruiter happens to review applications prior to all of your assessments being completed, there is a chance you could be 'Not Selected' due to an incomplete application. For this reason, we strongly encourage all applicants to ensure there is plenty of time to complete all of the assessments prior to clicking on "Apply to this position".Who are we and what do we do? UW Medicine's mission is to improve the health of the public by advancing medical knowledge, to provide outstanding primary and specialty care to the people of the region, and to prepare tomorrow's physicians, scientists and other health professionals. 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.Committed to attracting and retaining a diverse staff, your experiences, perspectives and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.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 / 206-543-6452 (tty) or click here to send an email.The University of Washington is a leader in environmental stewardship and sustainability, and committed to becoming climate neutral.#monster
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