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University of Washington Hiring for FRONT DESK AND FACILITIES ASSISTANT Job at Seattle, WA Full Time
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Notes:
As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
A higher degree of healthcare. Greet and direct visitors, assist with wayfinding.
Answer phones and forward callers to appropriate staff; take messages or field/answer all routine and non-routine questions.
Maintain ITS Admin electronic mailbox, including responding to questions and requests.
Maintain lobby and other common areas throughout the office for a clean and professional experience.
Maintain and use general office equipment including computers, laptops, copiers, fax machines, projectors and other appropriate equipment.
Receive, sort, and distribute incoming mail/deliveries and process packing slips
Assist team members with sending outgoing mail or packages including monthly service awards.
Track and check out office equipment (i.e., laptop, projector), assist with setting up conference rooms; provide basic troubleshooting services to users.
Order, receive, maintain, and distribute office supplies.
Track and fulfill parking permit requests and distribute according to department rules.
Track and fulfill pager requests and distribute according to department rules.
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
Assign and program proxy cards for new hires, new contractors, and guests of the department. Disable cards when no longer needed.
Respond to staff requests for building services (i.e., temperature fluctuations, lighting issues, etc.), following the Facilities Program process.
Serve as a Floor Warden, participate in Floor Warden training; assist in maintaining first aid kits; keep safety-related materials up to date.
Assist with scheduling and coordinating candidate phone screens and interviews for open positions.
Assist with reference checks for final candidates, as needed
Compose correspondence such as draft forms and letters, compile and enter data for reports, and assist with preparation of meeting materials such as proofread materials and making copies.
Assist Facilities Administrator with moves, space assignments and other related duties as assigned.
Assist with administering the Robin floorplan management application.
Participate and/or assist with projects and special events. Serve as initial point of contact for inquiries related to the ITS Motor Pool program.
Track ITS motor pool vehicles and their assignments.
Register new users, track required training, notify users when their access expires and audit use of vehicles for compliance against UW policy, alert manager for discrepancies.
Assist team members with reservation of vehicles through Outlook.
Troubleshoot issues related to motor pool operations as they arise.
Liaise with fleet services to schedule vehicles for service, inspections, returns, and preventative maintenance. High school graduation or equivalent AND two years of office or administrative support experience OR equivalent education/experience. Recent front desk, reception, or customer service experience in an office environment.
Ability to communicate professionally, in writing and verbally.
Professional attitude and appearance.
Ability to be resourceful and proactive when issues arise.
Multitasking and time-management skills, with the ability to prioritize tasks.
Proficiency in Microsoft Office: Outlook, Word, Excel.
Must attend and successfully complete department provided first-aid and CPR training as part of the Floor Warden and Safety Program.
Must be able to lift up to 25 pounds, with or without assistance. Bachelor’s degree
Working knowledge of MS SharePoint, PowerPoint This position is in a bargaining unit.
This position works from a reception/front desk environment separate from the rest of the team. The ITS Facilities & Safety Manager provides day-to-day direction to this position; however, the ability to interact with all department members occurs frequently and is required often via email, phone calls and Teams, a Microsoft Instant Messenger application.
Hours for this position are Monday – Friday; 8:00 AM – 5:00 PM with (2) 15-minute breaks and (1) 60-minute meal period scheduled. Overtime occurs rarely.
All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
UW Medicine’s IT Services department has an outstanding opportunity for an Front Desk and Facilities Assistant!
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), UW Medical Center-Montlake (UWMC-Montlake), UW Medical Center-Northwest (UWMC-NW), Valley Medical Center (VMC), 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.
This position, located at the Safeco Plaza Building in downtown Seattle, provides administrative support for Facilities, Safety, and Administration. ITS has approximately 600 employees; the number of staff that can be located at the Safeco Plaza Building at any given time is approximately 300. This position reports to the ITS Facilities and Safety Manager.
RESPONSIBILITIES
Front Desk and Operations Support for ITS Administration at the Safeco Plaza Building (75%)
Motor Pool Operations (25%)
REQUIREMENTS
Additional Department Requirements – The experience noted above must include:
DESIRED
#monster
REQUIREMENTS:
See above.
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 [email protected].
COVID-19 VACCINATION REQUIREMENT
Governor Inslee’s Proclamation 21-14.2 requires employees of higher education and healthcare institutions 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.
