DIRECTOR OF ADMINISTRATION AND FACILITIES OPERATIONS_

Seattle

Req #: 235245

Department: SCHOOL OF NURSING

Posting Date: 06/07/2024

Closing Info:

Open Until Filled

Salary: $9,000 - $10,500 per month

Shift: First Shift

Notes:

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. (w.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.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 School of Nursing is currently looking for a **Director of Administration and Facilities Operations.**

The Director of Administration and Facilities Operations, under the purview of the Assistant Dean of Finance & Operations, is responsible for administrative leadership of the SON Dean’s Units, which include: the Dean’s office, Marketing and Communications, Finance and Operations, Office of Strategy and Organizational Effectiveness (OSOE), Human resources, Office of Nursing Research (ONR), Office of Diversity Equity and Inclusion (ODEI), and the Office of Student and Academic Affairs (OSAA).

Specifically, this role will lead operational policy and procure development, general operations, facilities management, payroll services, and other operational functions as necessary for the business of the School. The Director of Administration and Facilities Operations position focuses on four key areas essential to maintaining operations within the School of Nursing: Administration and Operations, Human Resource Facilitation, Facilities Management, and Payroll Services. This individual directly supervises administrative and payroll support, including fiscal specialists, a budget and facility services coordinator, and provides coordinated support to the department administrators of both Biobehavioral Nursing Health Informatics (BNHI) and Child, Family, and Population Health Nursing (CFPHN).

**KEY RESPONSIBILITIES** Administration and Operations (35%):

• Lead the administrative operations for the SON Dean’s Units

• Partner with the ADFO in the development, coordination and implementation of administrative policies, procedures, and systems

• Identify, prioritize, develop, and codify policies and procedures for school operations, promoting efficiency and consistency in day-to-day practices.

• Develop, lead, and implement training plans for existing and new operational processes.

• Collaborate with Marketing and Communication to disseminate information about any new operational policies or procedures

• Assess operations for efficiency, and propose improvements in alignment with the strategic and business needs of the school

• Facilitate regular collaboration with unit leaders to develop schoolwide processes, procedures and systems that provide consistent operational direction to Departments and Dean's office units

• Direct and manage Workday Shared Services security role authorization process for School of Nursing.

• Serve as liaison and partner with Department administrators in efforts to align operations and provide additional support to the Departments on an ad hoc basis

• Actively liaise with department and Dean’s unit leadership to ensure clear communications, timelines, and deliverables•

• Provide reports and updates to executive leadership regarding the state of school business and strategic operations •Work closely with UW central support units as it relates to specific operational functions and services

• Provide high level budget oversight and support to SON Research Centers• Create and manage the Dean’s Unit record retention process

• Support Dean’s office and other school leadership as necessary for planning and executing high profile guest visits, lectures etc.

• Provide high level administrative support for all Dean’s office/Executive Leadership searches.

• Serve on school committees to support development of cross-organizational programs and processes that benefit the unit and the institution.

Payroll (25%):

• Lead, manage and provide supervision of day-to-day SoN payroll operations, including payroll staff hiring, training and performance management.

• Work collaboratively with SoN HR and Department Admins to process hiring costing and payroll for SoN academic and non-academic employees, including staff, faculty, ASEs, and project appointments

• Provide guidance and oversight to Staff and Faculty across the SoN that coordinate activity related to payroll matters •Serve as an expert in Workday payroll processing and a resource for SoN regarding updates.

• Oversee payroll coordinators' initial review of FECs and EFECs and serve as a resource for PIs and Administrators. •Develop and maintain compliant payroll documentation, processes, and procedures.

Facilities Management (25%):

• Lead the management of facilities to ensure effective, efficient, and safe operations and preservation of resources (parking permits, space assignments, capital projects).

• Chair the Space and Facilities Advisory Committee.

• Direct office assignment planning and implementation including an office space check out system for hybrid/remote staff without permanent office assignments.

• Manage building access & Equipment Inventory.

• Coordinate office moves and set-up, shared (hotel) space, signage, conference rooms and surplus pick-up• Responsible for the Workday inventory reporting and Facilities requests (FS Works) for the school.

• Serve on Campus facility and safety committees •Keep updated evacuation plan, safety plan, COVID, etc. and post on SoN intranet.

• Communicate to School of Nursing about safety issues, trainings, building issues, etc.

• Project manage renovation projects, in collaboration with senior staff/faculty

• Monitor storage spaces and ensure overall accessibility in working areas

• Coordinate procurement of office furniture and assemblage by Facilities

• Manage inventory and communication regarding copier and printer toner.

Human Resources Facilitation (15%):

• Maintain up to date knowledge of SON HR policies and procedures

• In partnership with HR, provide supervisor training and mentoring to Dean’s Unit Hiring • Managers ensuring they are familiar with HR policies and procedures, and advising them during processing of HR actions.

• Assist hiring managers in identifying core competencies and job responsibilities specific to staff positions and creating clear position descriptions and expectations

• Provide guidance to Dean’s unit hiring managers in completion of hiring and position/compensation review paperwork

**MINIMUM REQUIREMENTS**

• Bachelor’s degree in Business, Finance, Human Resources, or other related field

• 4-5 years of relevant experience in an academic or government setting; including managing administrative operations, to include office management, financial planning, and supervisory responsibilities, including strategic planning and leadership, human resources and project/program management

_Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration._ **DESIRED QUALIFICATIONS**

• 6-8 years of relevant experience

• Master’s degree in Education, Higher Education, Student Development, or related field

• Minimum of two years in higher education with leadership and daily administration of a complex academic or business unit, including all routine business operations and activities: operations and administration, supervision

• Experience with Workday HRCM and Workday Finance

• Ability to work effectively with students, faculty, staff, administrators and local community members.

• successful supervision of employees

• Management style that fosters collaboration and teamwork.

• excellent organizational skills and attention to detail, flexible and resourceful

• Strong verbal and written communication skills.

• Strong interpersonal, analytical and problem-solving skills.

• Ability to prioritize competing demands to successfully meet deadlines and project milestones.

• Ability to work independently and make decisions as necessary.

• Demonstrated commitment to access and inclusion, with the ability to collaborate across diverse populations Proficiency in WordPress website editing

Conditions of Employment:

Eligible for Hybrid work, 3 days a week in office, two remote.

**Application Process:**

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 assessments 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.**

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.