FACILITIES SERVICES
Job Description
Campus Engineering & Operations
Program Assistant
Job Code: 7255 – Contract Classified
Program Assistant – Records
Department Introduction:
Campus Engineering provides professional engineering support for the design, construction, operation and maintenance
of all University facilities. Campus Operations maintains and operates critical building systems including fire/life safety
systems, elevator systems, building environmental systems and controls, central clock systems, high voltage distribution
systems, and a utility shutdown coordination program. Campus Operations also provides emergency maintenance
response service to the Seattle campus community, 24 hours a day, 7 days a week. Campus Utilities produces steam,
emergency electrical power, chilled water, and compressed air for the campus
Job Purpose:
The FS Records Assistant will work with the Manager and Program Coordinator to perform all document processing and
related tasks to upload documents onto the Facilities online document system. Support and maintain the programs within
Campus Engineering - Records at the University of Washington Seattle campus. This includes indexing and data entry,
scanning of Architectural and Engineering (A&E) facility documents, uploading document image scans to a database,
preparing, shipping, and receiving archived documents, filing, report design and generation, and quality control of each
step in the process. Provide in-person, phone, and email customer service, operate large format digital scanning and
reprographic equipment, use database, word processing, graphics, spreadsheet computer software, and assist with
student and temporary staff training and directing their daily tasks. This position requires strong organizing and filing skills
for documents processed to archives or retention.
Duties and Responsibilities:
 Receive engineering documents (large format drawings, specifications, reports, manuals, etc.) from the Capital
Projects Office and other sources, including Seattle, Bothell, and Tacoma campuses, off campus, and remote
campus facilities, and make independent decisions to interpret any review notes
 Index all documents and enter complete and concise document details into database online
 Review and quality check all document scans to upload or reload into the database
 Utilize the database to accurately track all document movement
 Upload and link digital images to the online database using file transfer utilities and verify quality
 Create database queries to produce meaningful pre-designed or ad-hoc reports
 Reconcile end of month accounting data and produce reports for presentation to business office for cost recovery
 Conduct ongoing quality review (inventory) of all documents in the database
 Prepare archived hard copies of specifications, reports, and manuals for processing to digital images
 Provide phone, email, or in-person customer service for clients (students, UW Staff, A&E consultants, City of
Seattle, Real Estate Office and other public agencies) requesting services related to archived Architectural and
Engineering (A&E) documents and determine course of action based on client’s needs and department’s ability to
provide the service
 Instruct clients on use of equipment and web-based online database and in database search, query, and sort
techniques
 Transfer electronic files/images via email or file transfer protocol (ftp) or burn to CD-ROM/DVD or external drive
storage
 Scan large and small format archived engineering documents for reproduction or conversion to digital format to
upload into the database
 File and retrieve large format engineering drawings from microfilm archives
 Operate and maintain large format engineering copiers, large format and desktop digital scanners, engineering
copiers that produce hard copy from microfilm, microfilm reader/printers, and document database to fill client
requests for hard copies and digital copies
 Constantly review processes for effectiveness and efficiency and propose changes
 Assist in training and directing student and hourly staff to perform their daily tasks of document filing and retrieval,
indexing, archiving, and document reprographics and digital scanning
 Perform other duties as assigned
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
Regular and predictable attendance is required
Core Competencies:
 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 professional demeanor, which includes being tactful and courteous
 Exhibit a professional work ethic
 Continuously promote a safe work environment
Required Skills, Experience and Knowledge:
 High school graduation or equivalent and two years of full-time clerical experience or equivalent
education/experience
 Sound understanding and experience with document indexing process
 Must be proficient in database data entry and learn data entry procedures for new database applications for digital
storage
 Must be able to attend training sessions and learn new database applications for digital storage
 Experience with large format engineering document scanners/copiers, reader/printers, and scanner graphics
software
 Must be service oriented and possess excellent customer service skills
 Good oral and written communications skills
 Must be a strong team player and must be able to work independently and as a team member
 Must be able to read and interpret A&E documents to determine facility, discipline, project information, project and
document consultant, sheet numbers, revision information, and decipher sheet titles
 Works well in a changing technical environment
 Have knowledge and understand of safe work practices and policies
 Must be able to wear all proper Personal Protective Equipment (PPE) as required
 Must be able to follow written and/or verbal instructions and communicate in English regarding the use of
chemicals, supplies, and equipment; comply with safety policies and procedures
Desirable Skills, Experience and Knowledge:
 Proficient in database Structured Query Language (SQL) and report development
 Experience with reprographics firm and A&E documents
 Experience handling valuable historical and legal records
 Background in large format engineering document organization and document retrieval
 Experience working in an archiving and records keeping environment
 Experience in training and/or directing the work of others
 Experience working with Washington State safety rules and regulations and other state policies
Conditions of Employment:
 Must be able to frequently lift media/materials up to 40 pounds
 Must be able to work in a diverse workforce
 Must be able to work in a non-smoking environment
 Must be able to climb step ladders
 Must be able to push or pull rolling carts weighing up to 100 pounds
 A satisfactory outcome from a criminal background verification will be required prior to hire
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