The UW Department of Dance is now hiring an Operations Coordinator.
RESPONSIBILITIES:
Administrative Operations
- Greet visitors. Receive and respond to phone/email inquiries. Answer general questions about the Department of Dance and University of Washington.
- Support departmental budget reconciliation, purchasing/payments, and record keeping. May include partnering with the College of Arts & Sciences Administrative Support Team to submit and monitor service tickets. May include ProCard use and reconciliation.
- Data entry for Time Schedule Construction & Updates based direction from Administrator, Student Services Manager, and Department Chair. Support securing general assignment classrooms as needed, including special reservations and requests.
- Support the planning and implementation of important department events such as concerts, receptions, symposia, meetings, etc. Includes
• Ordering supplies and materials
• Reserving Venues
• Set up / Clean up
• Communicate with third party vendors
• Secure permits
• Attend events for logistical support, etc. (may include evening or weekend attendance with standing/sitting for extended periods). - Order and maintain department supplies. Serve as a regular contact with outside vendors and service providers.
- Monitor and accurately process in-coming and out-going mail.
- Support department calendaring.
- Other duties and projects related to supporting administrative operations.
Facilities Operations
- Under general guidance from the Administrator, maintain a clean, professional, and safe environment in all departmental spaces. Maintain signage and bulletin boards. Troubleshoot minor problems or initiate service requests for department business machines and equipment.
- Receive and respond to requests for facilities support. Submit and monitor service requests to ensure timely follow-through and completion.
- Provide clear, professional, and timely communication with building occupants, department members, and maintenance/janitorial staff regarding facilities usage, events, maintenance issues, etc.
- Monitor and maintain up-to-date calendar for departmental studios.
• Ensure non-instructional use does not conflict with course offerings
• Ensure all studio reservations are made in compliance with departmental policies
• Maintain user access to reservation system
• Ensure no conflicts between use of department studio space and scheduled performances in the Meany Center
• Monitor and respond to reservation requests for non-instructional use of departmental studios - Implement departmental policies and maintain thorough, accurate records for:
• Locker Reservation
• Locker Room Access
• Key Checkout
• Equipment Checkout
Other duties and projects related to supporting facilities operations.
MINIMUM QUALIFICATIONS:
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.
DESIRED QUALIFICATIONS:
- Proficiency in standard office software including Microsoft Outlook, Word, PowerPoint, Excel, and various web applications like Google Drive.
- Strong professional written and verbal communication skills, including tact, customer service, and discretion.
- Demonstrated organizational skills, attention to detail, and ability to work independently as well as part of a team.
- Ability to lift 10-20 lbs.
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.
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.