FACILITIES SERVICES
Job Description
Campus Engineering & Operations
Program Assistant
Job Code: 7255 – Contract Classified
Program Assistant – Timekeeper
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:
Correspond with departmental staff to ensure accurate and complete timekeeping of working hours in accordance with FS
and UW departmental procedures and policies.
Duties and Responsibilities:
 Review employee time reported between online time cards (AiM) and employees leave and overtime
authorization forms
 Advise departmental shop managers/supervisors of discrepancies and make corrections as needed
 Ensure all staff time is accurate and complete for all Campus Operations departments on a daily basis
 Organize and collect all departmental staff leave and overtime forms for required retention period and ensure all
forms are completed in accordance with FS and UW departmental procedures and policies
 Create and prepare reports, program visual aids, charts and presentations
 Coordinate collection, dissemination and publication of information on work team status, progress, results and
achievements
 Develop, modify and maintain various databases and records management systems
 Establish and maintain records and files, record statistical information
 Use spreadsheet and database software to develop and maintain records
 Close out departmental work orders as directed
 Save and organize technician notes written on work orders for future investigative use
 Work as a team player with department staff on a daily basis in a professional manner at all times
 Field telephone calls and emails to answer requests, questions, etc., of clients and others
 Follow and enforce adherence to all University and Facilities Services policies and procedures
 Participate in process improvement activities to effectively and continuously improve departmental work flows
 Attend all required meetings and training
 Perform other duties as assigned
 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:
 Proven ability and willingness to learn, adapt to new technologies and be flexible when situations change
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Demonstrated flexibility and ability to work both independently, with a high degree of professional judgment and
little direct supervision, and as part of a team with proven administrative and problem solving skills
Demonstrated ability to prioritize and manage competing and conflicting deadlines
High school graduate or equivalent and two years full-time clerical experience
Ability to communicate effectively with diverse groups of people
Demonstrated advanced level computer skills, including proficiency with Microsoft Office software (Outlook, Word,
Excel, Visio, and PowerPoint)
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:
 Experience working in a skilled trade environment
 Demonstrated successful experience in applicable maintenance work request and work order programs
Conditions of Employment:
 Must be able to work in a non-smoking environment
 Must maintain a professional appearance at all times
 A satisfactory outcome from a criminal background verification will be required prior to hire
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