FACILITIES SERVICES
Job Description
Transportation Services
Program Coordinator
Job Code: 7256 – Contract Classified
Program Coordinator Fleet Services
Department Introduction:
Transportation Services provides innovative and sustainable transportation solutions that facilitate the educational,
research, cultural and service missions of the University. TS supports the UW campus with the following: Parking, Transit,
Bicycling, Walking, Rideshare, Fleet Services, UW Shuttles, and Transportation Planning & Construction.
Job Purpose:
Program coordination support in the Fleet Rental Service Center; provide support for fuel management activities; handle
vehicle inventory and licensing activities; conduct general office support activities; and provide administrative and project
support for the Fleet Services program.
Duties and Responsibilities:
 Under general direction, perform work using knowledge and experience in Fleet rental and transportation
programs, fuel management, vehicle licensing, inventory, and computer hardware and software troubleshooting
 Prepare rental, accident and fuel reports
 Assist with rental program hardware and software installation and troubleshooting
 Independently advise students, faculty and staff, the public regarding Fleet rental transportation programs,
policies and procedures
 Identify, research and recommend new programs and enhancements of existing programs to improve
achievement of Transportation Services and University goals
Fleet Rental Program:
 Project lead for process improvement and new activities in the Fleet Rental Service Center as assigned
 Monitor program activities for consistency with program goals and protocols
 Continually recommend and implement process improvement actions to enhance customer service quality and
value
 Coordinate DCAR car-share rental program, loaner program, and long term leases
 Assist Program Support Supervisor with permanent assignment activities
 Coordinate vehicle tolling activities
 Provide departments with vehicle rental and mileage usage data and analysis
 Troubleshoot hardware, software and user related rental issues
 Assist with installation of UCAR hardware system, software and firmware upgrades
 Troubleshoot UCAR rental hardware and software system glitches and provide sustainable solutions
 UCAR hardware inventory management
 Assist with maintaining up to date Rental Program Policy documentation
 Prepare rental utilization reports
 Assist with vehicle driving incident reporting process
 Update Fleet Web page and coordinate department signage
 Manage Fleet customer account database
 Assist with the management of Fleet rental service center operations
 Provide leadership and training to Program Assistant and Service Attendants in the Service Center; answer
telephones, monitor email messages, distribute and send faxes; operate Fleet Services’ vehicles for customer
delivery and campus events; provide vehicle cleaning support based on operational need
 Promote Fleet Services on campus and with outside organizations
 May represent Fleet Services at meetings and conferences
Fuel Management:
 Maintain fuel policies, procedures and documentation
 Educate customers on fuel policies and procedure
 Track and report fuel inventory and consumption, prepare fuel consumption analysis and reports and investigate
fuel discrepancies
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Coordinate annual physical inventory audit of Fleet credit cards
Coordinate annual audit of in-house Petrovend access cards and usage codes
Maintain vehicle mileage readings and review of fuel miles per gallon
Coordinate in-house fueling program to include fuel pump maintenance and inspections, fuel software
administration, vehicle and user access administration and fuel recharge reconciliation
 Coordinate in-house fuel pump inspection training
 Coordinate fuel credit card program to include administration of credit card account, card issuance and
cancellations, and reconciliation and posting of fuel transactions
Operational Support Activities:
 May serve as Fleet Services Rental Service Center point of contact in absence of the Program Support
Supervisor
 Coordinate and report on biennial equipment and vehicle physical inventory
 Coordinate vehicle licensing activities
 Manage office supplies, communication equipment and services, and office equipment
 Coordinate office equipment inventory and replacement schedule
 Manage applicable record retention files
 Assist with the planning, development, implementation, and evaluation of strategic plans, office policy, and
departmental programs; devise new procedures to facilitate administration of new policies; and assist in the
development of program content
 Coordinate program level Balanced Scorecard activities
 Participate in division level Balance Scorecard activities
 Provide quarterly, annual and special project activity reports
 Prepare reports, memos and correspondence using word processing, spreadsheets, database, graphics and
statistical software
 Develop, modify and maintain program database, office records and filing system for program data,
correspondence, reports, research, etc.
 Perform related duties to support the Program Support Supervisor and Fleet Services as required
 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:
 High school graduation or equivalent AND two years of experience in the program specialty OR equivalent
education/experience
 To be considered, you must meet the following computing and clerical skill level requirements and respond to
these in your application materials:
o Extensive experience using several types of computer application programs, e.g. MS Word, Excel (Pivot
Tables), Outlook, HTML and Drupal
o Experience in computer hardware, server and software, i.e. learning and using new programs,
troubleshooting problems, implementing solutions
 Effective interpersonal and communications skills
 Excellent written and verbal communication skills
 Experience with publications, newsletter layout, and web design
 Ability to prioritize concurrent projects under pressure of deadlines with consistent accuracy and attention to detail
 Have knowledge and understand of safe work practices and policies
 Must be able to wear all proper Personal Protective Equipment (PPE) as required
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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:
 Bachelor’s degree in related field and/or1+ year of experience in transportation management, vehicle rental
and/or the automotive industry
 Demonstrated success in a lead or supervisory role
 Knowledge of Transportation Services policies and procedures
 Knowledge of UW administrative procedures
 Experience with Microsoft Access
Conditions of Employment:
 Washington State Driver’s License or driver’s license recognized as valid by the State of Washington with
excellent driving record
 Willingness to report to work in the event that the University suspends operations because of severe weather,
natural disaster, or other emergency conditions
 Class B CDL with air brake and passenger endorsement
 A satisfactory outcome from a criminal background verification will be required prior to hire
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