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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.
The Project Delivery Group has an outstanding opportunity for a Move Specialist to be responsible for developing and executing university and departmental move plans and managing facility move-out and move-in activities with University departments and University service providers involved in PDG-managed projects. Projects often involve the selection, procurement, and installation of a variety of furnishings and equipment, and this position leads that effort, including managing the moves into and out of University facilities involved in capital projects, as well as managing small furniture replacement or refresh projects which do not involve move planning.
Primary Duties and Responsibilities
Move Planning (40%)
· Creates Move Plans including schedules and estimates. Schedules work sequences and prepares critical path schedules. Reviews construction schedules and integrates with Move Plan. · Completes Move Checklist and coordinates people and resources. Tracks move activities, production schedules and shipments. · Confers with University Department Administrators, Project Managers, Building Coordinators and building occupants in coordinating move activities, exchanging information and resolving problems. Prepares detailed estimates incorporating estimates from multiple sources. · Develop scope, budget and schedule to support project program, as described in Project Agreement or Project Work Plan. · Obtain approval for execution plan to implement project program within approved project budget, schedule and funding. · Manage project according to approved program, budget and schedule parameters. · Obtain approval for changes to budget and schedule where required. · Conducts physical furniture and equipment surveys and compiles inventories. Conducts inspections for shipping damage. · Incorporates University Safety Plan.
Project Support (35%)
· Works with consultant and construction teams to identify, procure, and coordinate installation of furniture and equipment. · Prepares and submits periodic reports on moves, safety and project schedules. Maintains project files and records. · Addresses client service issues. Recommends measures to improve process and client satisfaction. · Analyzes and resolves work problems or assists in solving problems. · Assists in move process, verification of purchased furniture and equipment, educates users on their new space, coordinates closeout with IT, surplus, and moving services. · Provides feedback loop to Capital Space Management to improve guidelines and building-specific requirements.
· Works closely with UW Purchasing Department to place orders with moving companies and moving supplies. Places requisitions for surplus, moving, data wiring and telephones. Works closely with UW Transportation Services for services. · Procure and manage the work of design consultants for specific capital projects. · Procure, and working in partnership with the University construction manager, manage construction services within delegated authority.
Other Duties (5%)
· Represent the institution to Federal, State and local funding, planning and regulatory agencies. · Prepares and executes outreach programs for building occupants. · Assists in space programming effort on smaller projects in conformance with CSM standards. Reports variances to PDG/CSM team. · Collaborate and lead discussions with various stakeholders and technical owners across the University to understand their requirements and pain points. · Participate in UW Facilities and University-wide meetings and committees.
· 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.
· Bachelor’s Degree in Architecture, Interior Design, Logistics, Business Administration or related field. · Five years of experience in move management. · Skilled in communications and able to work with people in a tactful and diplomatic manner, using good judgement and exercising discretion and sensitivity. · Ability to work independently. · Possess excellent work ethics and strong organizational skills. · Shows initiative and ability to obtain appropriate results with minimum direction. · Demonstrates ability to set priorities and deal effectively with interruptions and constantly changing priorities. · Possess ability to handle stressful situations effectively. · Perform successfully as part of a team. · Ability to respond to requests on an immediate basis.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
· Experience working in a high-volume environment. · Higher education or public works experience. · Strong working knowledge of MS Word, MS Excel and MS Project (including Bluebeam/Adobe Suite for programming and conveying of intent to others). · Knowledge of furniture, office systems furniture, and equipment installations. · Able to read architectural drawings and furniture plans. · Knowledge of keying systems. · Certification as a Project Management Professional or Relocation Professional. · Valid Washington State driver’s license.
Conditions of Employment:
· Must be able to work in a non-smoking environment. · Regular and predictable attendance is required. · While usual hours fall within standard business hours, work may be required during hours beyond standard business hours including weekends.
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.