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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group.
Campus Utilities & Operations has an outstanding opportunity for a Program Coordinator, Facilities Records / Information Data Processing.
Under general supervision and guidance from a manager, this position is the chief custodian of facilities/utilities records and processes facility records for storage in a digital database, and supports the management of these records. These include maintaining a complex document indexing system, databases and other records to organize, track, and maintain client accessibility. Facility record documents include engineering drawings, reports, manuals, maps and photos. This position prepares digital files for inclusion in an electronic filing system and also oversees indexing of all incoming engineering documents, and develops new methods for indexing, identifying and retrieving those records. This position coordinates with University Records Retention and other UW and State agencies on matters relating to indexing, maintenance, retention, and destruction of engineering documents and networks with peer educational institutions to stay abreast of facility records management developments.
This position supports the UW’s Seattle campus, comprising of over 300 buildings and 15 million gross square feet, including a major medical center/teaching hospital, state of the art research facilities, classrooms, offices, sport and recreation facilities, dormitories, utility distribution systems, 8 miles of utility tunnels and two central utility plants. This position also supports other UW campuses and facilities comprising over 230 buildings and 4.5 million gross square feet including the University of Washington Tacoma and Bothell campuses, Pack Forest, Forks, Sand Point, Friday Harbor and the UW Tower complex.
Primary Duties and Responsibilities
• Makes independent decisions on receiving, reviewing, deciphering, and cataloging Architectural and Engineering (A&E) facility documents for processing into a digital document database. • Assists in developing and maintaining complex indexing system for all A&E facility documents related to the University including Seattle, Bothell and Tacoma campuses, off campus leased facilities and remote off campus facilities. • Direct and train hourly, temporary, and student staff with document retrieval, indexing, archiving, scanning, and document reprographics. • Assists clients (UW Facilities staff, students, A&E consultants, students, faculty, City of Seattle, Real Estate Office and other public agencies) in accessing and searching documents in the database. Conduct group training sessions for units. • Operates and maintains large format scanners and copiers, and other equipment in the processing of facility records. • Develops and documents office procedures and works with the Manager to meet the changing needs of the University community and unit process improvements. • Collaborate with other units to adapt to new technologies and process improvements in the delivery and processing of facility records. • Use word processing, graphics, statistical, spreadsheet and/or data base software, in various daily operations. • Other duties as assigned.
• Demonstrate personal integrity and trustworthiness. • Manage stressful situations and changing priorities effectively. • Anticipate, recognize and resolve problems. • Be responsible and accountable. • Use organizational skills and provide attention to details. • Maintain a positive, optimistic, and success-oriented attitude. • Exercise professionalism, which includes being tactful and courteous. • Exhibit a professional work ethic. • Continuously promote a safe work environment.
High school graduate or equivalent AND two years of experience with electronic recordkeeping systems to include indexing digital databases, electronic records management and retrieval
Additional requirements include:
• Knowledge and/or experience of scanners, copiers and similar reproduction equipment • Must be service oriented and possess excellent customer service skills • Good oral and written communications skills • Must be a strong team player and must be able to work independently and as a team member
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Experience with database Structured Query Language (SQL) query and report development (prefer Microsoft Access) with proficiency and accuracy in database data entry • Experience in deciphering and using A/E documents and records. • Experience in training and/or directing work of others. • Valid Washington State Driver’s License.
Conditions of Employment:
• Ability to move / lift up to 40 pounds. • Must be able to reach and lift overhead. • Able to work in a non-smoking environment. • Regular and predictable attendance is required.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.