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Req #: 245860

Department: SCHOOL OF SOCIAL WORK

Appointing Department Web Address: http://socialwork.uw.edu

Posting Date: 05/16/2025

Closing Info:

Closes On 05/23/2025

Salary: $4,119 - $5,532 per month

Limited Recruitment: **Open to UW Employees only**

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-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.

At the University of Washington School of Social Work (SSW), we commit ourselves to promoting social and economic justice for poor and oppressed populations and enhancing the quality of life for all. We strive to maximize human welfare through education, research, and public service. We embrace our position of leadership in the field of social work and join in partnership with others in society committed to solving human problems in the twenty-first century.

The UW and the School of Social Work promote diversity and inclusivity among our staff, faculty and students; we seek applicants for this position who are committed to these principles and whose experiences have prepared them to fulfill our commitment to inclusion and have given them the confidence to fully engage with audiences from a wide spectrum of backgrounds.

The Dean’s Office, School of Social Work has an outstanding opportunity for a full- time Program Support Supervisor I – Events and Facilities.

This position is responsible for overseeing and managing administrative, facilities, and event coordination functions within the School of Social Work. It requires strong project management skills, the ability to supervise and coordinate various operational aspects, and a proactive approach to problem-solving and stakeholder engagement. Additionally, this role regularly performs customer centric administration and management of a non-routine nature, requiring independent judgment and decision-making to ensure the efficient operation of school functions and initiatives. The Program Support Supervisor will report to the Associate Director of Facilities & Office Services and be an integral part of the SSW Admin team within the School of Social Work Dean’s Office.

The Program Support Supervisor is essential for maintaining event needs as directed by the SSW Dean. These events are crucial for fostering a strong sense of community within the School of Social Work, building meaningful connections, and supporting the school's mission. The Program Support Supervisor plays a critical role in the success of all Dean-sponsored events, faculty recruitment, and community-building efforts. This role is instrumental in ensuring that the School of Social Work continues to thrive through seamless operations, impactful events, and a collaborative environment that attracts and retains top faculty and staff.

Under the general direction of the Facilities & Office Services Manager, the Program Support Supervisor will develop and maintain a broad knowledge of the School of Social Work and the University of Washington’s administrative and operational structures, with particular emphasis on the business operations of all programs housed within the School. This position is responsible for supporting core operational functions by establishing and maintaining accurate records and filing systems related to equipment inventory and insurance, space management, classroom and conference room scheduling, key distribution, and facilities records. The Program Support Supervisor will supervise and assign tasks to two to three hourly assistants to ensure timely and accurate execution of these responsibilities. In all aspects of this work, the Program Support Supervisor is expected to represent the School in a proactive, professional, and positive manner, providing expertise on requested task and providing alternatives to accomplish requests, thereby contributing to the strong reputation of the School of Social Work, its programs, and the University of Washington.

**DUTIES AND RESPONSIBILITES** Supervisory

+ Recruit, train, and supervise 2-3 (1 FTE) hourly and/or student hourly assistants responsible for various administrative tasks such as supplies procurement, equipment inventory, building key records, and scheduling of conference and multi-use facilities.

+ Assign duties and responsibilities to student hourly assistants based on workload and priorities.

+ Provide guidance, support, and feedback to student hourly assistants to ensure efficient performance.

+ Ensure that there is continual coverage for Office Services staffing during business hours to answer phones, distribute mail, receive packages, direct traffic, and troubleshoot potential problems for the School of Social Work faculty, staff and students and guests that use the building.SSW Admin & Facilities Management

+ Manage office space assignments for existing and incoming faculty, staff, and students in accordance with the SSW Office Space Bid criteria in coordination with the Associate Director of Facilities & Office Services.

+ Oversee and coordinate office moves, ensuring accurate updates in the UW Invision database.

+ Arrange the necessary support for relocations, including scheduling Moving Services or securing hourly assistance.

+ Ensure offices are fully prepared for occupancy, addressing needs such as painting, cleaning, furniture setup, and technology connectivity (telephone and ethernet).

+ Additionally, oversee and coordinate facility-related projects, including office moves and renovation projects, to support an efficient and well-maintained work environment.

+ Develop and manage space planning initiatives, utilizing 2D/3D floor planning software to design optimized office layouts that enhance functionality and aesthetics.

+ Working with SSW IT to design and implement Service Desk and other systems for the following areas: Equipment inventory, insurance, phones, facilities report.

+ Once implemented, run reports to review with the Associate Director of Facilities & Office Services. These reports will assist in funding projections and allocations as well as infrastructure planning.

+ Supervise work crews and vendors for office relocations, furniture assembly, and other facility improvement projects.

+ Oversee the maintenance and upkeep of office furniture, coordinating necessary repairs and adjustments as required.

+ Manage surplus and unneeded furniture, equipment, and materials, ensuring proper inventory control and coordination with UW Surplus.

+ Supervise the organization and maintenance of large furniture storage rooms to ensure accessibility and accurate inventory tracking.

+ Maintain systems for procuring equipment, purchasing state-inventoried and non-inventoried equipment, and managing the transfer or surplus of UW equipment.

+ Coordinate with the Associate Director of Facilities & Office Services on the use of systems such as UW Equipment Inventory (Workday) and Equipment Insurance (EIS), ensuring accurate tracking and record-keeping.

+ Lead and manage annual inventory audits and asset tracking efforts to ensure compliance with university policies and accountability for all equipment.

+ Serve as a primary liaison for building users, facilitating room reservations for classes and special programs.

+ Coordinate with the Associate Director of Facilities & Office Services and the Art Committee Chair on art shows and installations.

+ Oversee and maintain the art inventory list to ensure accurate tracking and organization of artwork.

+ Oversee, School of Social Work CAAMS system and key distribution system to ensure that proper building access and controls are maintained to provide safety to SSW faculty, staff, students, and invited guests.

+ Manage all facilities for the School of Social Work Research Commons.

+ Work collaboratively with the UW Libraries, SSW Dean’s office, and the SSW IT unit to ensure that all services and systems housed in the Research Commons are up to date and functioning.

+ Coordinate use of conference and multi-use facilities for both School of Social Work and community use.

+ Ensure facilities are in operable condition

+ Oversee the purchase of furniture and other facilities-related equipment needs, ensuring timely and accurate ProCard reconciliation, and working proactively and collaboratively with the finance department to maintain compliance with financial policies and procedures.

+ Coordinate with the Associate Director of Facilities & Office Services and the SSW Health and Safety Committee to implement safety plans and facility updates.

+ Manage building security concerns and ensure compliance with UW and School of Social Work procedures.

+ Update and maintain facilities website pages with current information, announcements, and relevant content to ensure accuracy and relevance.

+ Update and maintain listservs by updating subscriber lists, sending out announcements, and troubleshooting issues.

+ Oversee the SSW Facilities onboarding and offboarding processes, ensuring clear communication with new employees about procedures in the SSW Admin & Facilities Offices.

+ Manage offboarding communications for departing employees, ensuring the return of all equipment and access keys.

+ Additionally, coordinate updates in the service desk ticketing system, ensuring proper management, maintenance, and updating of equipment inventory and facilities data in alignment with employee turnover

+ Serve as a backup to the Associate Director of Facilities & Office Services as a Building Coordinator, acting as the primary contact for central UW facilities offices, including Facilities Services, UW Shops, and Environmental Health & Safety. Manage and coordinate specific facilities management requests, ensuring timely and effective responses to operational needs.

+ Provide backup coverage for the SSW Admin reception office and serve as the primary contact for administrative inquiries in the absence of the Dean’s Office Program Coordinator, including oversight of key distribution, communications, event reservations, and visitor support.Event Coordination & Management

+ As directed by the Dean plan, coordinate, and supervise multiple Dean-sponsored events (including annual and one-time events as needed) that require collaborating with internal and external stakeholders with a high level of cultural sensitivity and awareness.

+ Events include colloquiums, retreats, recognition events, welcome events, research conferences, community engagement events and faculty orientations. These events are vital for fostering a strong sense of community within the School of Social Work, creating meaningful connections, and supporting a collaborative environment.

+ Coordinate with SSW Finance and SSW Faculty Recruitment Committee to ensure travel arrangements with flights and logistics are set up and coordinate with the fiscal specialist to ensure flight bookings.

+ Arrange and purchase town car services and initiate reimbursements for candidate expenses in coordination with SSW Finance.

+ Serve as the information liaison with candidates between SSW faculty/leadership and visiting faculty/candidates, ensuring the utmost care and professionalism throughout the process.

+ Oversee and manage the SSW Swag program, ensuring efficient inventory tracking, procurement, and distribution.

+ Direct event planning initiatives, manage multiple project timelines, communications, and logistical coordination to deliver high-quality events and wrap-up reports.

+ Lead annual event committees, developing resources to maintain organized event folders, ensuring team members have access to necessary materials, setting agendas, assigning tasks, and delegating responsibilities effectively

+ Oversee event logistics, including venue booking, catering, audiovisual setup, transportation, vendor management, and on-site operations.

+ Oversee the purchase of catering for events, ensuring timely and accurate ProCard reconciliation, and working proactively and collaboratively with the SSW Finance unit to maintain compliance with financial policies and procedures.

+ Collaborate closely with SSW Marketing & Communications on event communications and design, ensuring effective promotion and visibility of the event.

+ Develop comprehensive event planning frameworks and guidelines for SSW employees, ensuring smooth execution of events that comply with legal, safety, and accessibility standards.

+ Create and maintain resources on the SSW website to effectively communicate this information.

+ Develop and manage School-wide events calendar to track and prioritize engagements, ensuring alignment with organizational objectives and strategic goals.

+ Supervise multiple event support staff and volunteers, delegating responsibilities to ensure smooth event execution.

+ Ensure compliance with institutional policies, legal requirements, safety regulations, and accessibility requirements and work within designated budget parameters for all events. **MINIMUM REQUIREMENTS**

+ High school graduation and At least 3-4 years of experience overseeing administrative, facilities, and event coordination functions, with a strong background in project management **ADDITIONAL REQUIREMENTS**

+ Experience with UW systems including Workday, Space Manager/Invision, Listserv/mailman, UW groups.

+ Knowledgeable of UW website for forms location and to find UW policies and procedures when needed for verification.

+ Familiarity with basic tools and the ability to perform light furniture assembly and repairs.

+ Ability to lift and move items weighing up to 50 lbs.

+ At least 2 years of experience supervising and coordinating teams, vendors, and service providers.

+ Strong organizational and time management skills, with the ability to oversee multiple tasks simultaneously.

+ Proficiency in Microsoft Office Suite and event management software or tools.

+ Excellent interpersonal and communication skills, both written and verbal.

+ Ability to work collaboratively with diverse teams and stakeholders.

+ Availability to work evenings as needed for events.

+ Experience with Drupal and Word Press **DESIRED QUALIFICATIONS**

+ Experience with UW systems including Workday, Space Manager/Invision, Listserv/mailman, UW groups.

+ Knowledgeable of UW website for forms location and to find UW policies and procedures when needed for verification.

+ Familiarity with basic tools and the ability to perform light furniture assembly and repairs.

+ Ability to lift and move items weighing up to 50 lbs.

+ At least 2 years of experience supervising and coordinating teams, vendors, and service providers.

+ Strong organizational and time management skills, with the ability to oversee multiple tasks simultaneously.

+ Proficiency in Microsoft Office Suite and event management software or tools.

+ Excellent interpersonal and communication skills, both written and verbal.

+ Ability to work collaboratively with diverse teams and stakeholders.

+ Availability to work evenings as needed for events.

+ Experience with Drupal and Word Press

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.