SURPLUS ASSISTANT MANAGER - University of Washington

Req #: 241470 Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION Appointing Department Web Address: https://facilities.uw.edu/ Posting Date: 12/05/2024 Closing Info: Open Until Filled Salary: $6900 - $7750 per month 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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_a11y.pdf) **This position will be posted Open until Filled, however, to ensure consideration, please apply by December 29.** 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. UW Facilities manages the University's buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy, Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups are the Business Intelligence & Information Technology group and the Finance & Administration group. Please visit UW Facilities web page for more information: UW Facilities . Maintenance & Construction (M&C) is responsible for general maintenance, repair, and renovations of all University of Washington (UW) main campus facilities including building interiors, exteriors, and grounds, as well as logistics, moving, and disposal of surplus equipment and furniture. Maintenance & Construction has an outstanding opportunity for a **Surplus Assistant Manager** . Position Purpose The Surplus Assistant Manager reports to the Program Operations Manager for Moving & Surplus and is responsible for workplace safety, compliance activities, financial management, personnel management, program operations, marketing, and program results for the Surplus Property program. The Surplus Assistant Manager directs the work of a Program Coordinator and three Program Support Supervisor positions that oversee Receiving & Auctions, Retail Store, and Electronics Processing, and one Program Coordinator, Surplus Online Sales & Inventory. The Surplus Assistant Manager is also responsible for strategic planning, organizing, controlling, and evaluating the activities of the Surplus program, and providing excellent customer service to internal and external customers. The Surplus Assistant Manager has significant authority in establishing policies, guidelines, and standard operating procedures to ensure goals and daily tasks are aligned with organizational strategy and department/institutional policy. The Surplus Assistant Manager must be able to interpret, educate, and apply federal, State, and local government regulations in conjunction with daily activities. The Surplus Assistant Manager must have an understanding of collective bargaining agreements and have the ability to cooperate with union representatives. The Surplus Assistant Manager is a key participant in the Materials Management Leadership team, ensuring that strategy and operations are coordinated among the departments' varied programs and services. **Primary Duties and Responsibilities** Safety & Compliance (40%) - Serve as liaison between UW Surplus and Moving Services, EH&S, Regulated Materials Office, vendors, and other campus partners to mitigate risk from hazards and ensure safe handling and disposal of University equipment, furniture, materials and supplies. - Provide health and safety leadership and direction, in consultation with EH&S, to Moving & Surplus staff and clients. Preview laboratory surplus pickups with Moving Services staff and/or moving vendor staff. Identify hazardous materials, such as sharps, chemicals, asbestos, lead, mercury, radioactive producing devices, lasers, etc. Provide guidance and direction to clients on required action prior to collection of surplus materials. Provide follow up as needed. - Oversee and ensure compliance with OSHA-WISHA and University based safety policies and practices. - Investigate workplace accidents/incidents, vehicle accidents, and ensure adherence to safety standards and safe workplace practices. - Follow hazardous materials handling and disposal procedures; submit inquires and disposal requests to EH&S. Respond to, investigate, and follow up with incidents involving hazardous materials. Implement strategies to mitigate risks. - Account for staff safety training with initial safety orientation and ensure additional required safety training is current and complete. Plan, coordinate, and implement new training as required. - Oversee the maintenance and performance of equipment and vehicles utilized by Surplus staff. - Manage surplus facilities to ensure effective, efficient, and safe operations. - Monitor warehouse, loading docks, dock bays, and dumpster area for cleanliness and safety. - Interpret, advise, administer, and ensure compliance with State, University and departmental policies and procedures, WACs and RCWs with regard to the acquisition and disposal of state surplus property for the University of Washington. - Ensure disposition and resale of surplus materials complies with: health and safety, personal privacy protection, licensing, and title regulations, standards, and protocols. - Ensure media sanitization guidelines are followed in order to prevent unauthorized access to or disclosure of data. - Ensure compliance with general University Accounting, UW Facilities, and departmental policies and procedures for cash receivables and cash handling. - Provide leadership in implementing legislative and/or regulatory changes that may impact daily operations. - Develop and maintain Standard Operating Procedures. Financial (10%) - Responsible for program financial activities and compliance to include: review, audit, process Surplus internal and external billing; review, process reimbursements from sales; track, audit, process revenue received through ACH; track, report, process sales tax collected; - Ensure and oversee PCI compliance and ensure staff are compliant with training requirements; - Develop and maintain SOPs associated with fiscal tasks; - Liaise with Merchant Services, Banking and Accounting Operations, Tax Office, UWF Finance Personnel (15%) - Provide first line supervision to Administrative Program Coordinator and Program Support Supervisors assigned to the Surplus Property program. - Hire, evaluate performance, assign and review work, recommend corrective action, and act upon leave requests for four (4 FTE) classified staff. - Oversee direct reports' work in hiring, staff development, work allocation, and performance management of 4 FTE regular classified staff and 6-8 temporary and/or student staff. - Develop job descriptions, performance evaluation criteria, and conduct/oversee annual performance evaluations. - Ensure the presence and participation of staff in professional development programs and required compliance/safety training. - Participate in and resolve employee grievances both formal and informal. - Continually monitor activities of direct reports to ensure that customers are served, daily operations meet quality standards, and operational requirements are fulfilled. Customer Service & Collaboration (15%) - Engage business partners/customers in the development, implementation, and nurturance of a culture of service excellence. - Utilize lean tools (visual management, goal setting, and gap analysis) to make customer and staff driven improvements. - Handle escalated customer service and vendor problems and participate in ongoing outreach to customers in order to proactively plan for success. - Investigate and assist in resolving one-time or chronic service failures. - Preview surplus pickups with Moving Services staff and/or moving vendor representatives. - Collaborate with UW Medicine, Project Delivery Group, Housing & Food Services, and other UW department staff on complex surplus disposals. Marketing and Outreach (10%) - Oversee retail store inventory listings and online auctions. - Oversee program email accounts, websites, e-newsletters, social media, signage, marketing communication campaigns, and other electronic and print communication tools. - Oversee promotion of Surplus program at internal and external outreach events. Process Improvement / Metrics and Reporting (5%) - Stay abreast of business and industry trends and practices. Engage in continuous process improvement to identify and implement changes and improvements. - Develop metrics to provide feedback on effectiveness of program services, initiatives, and process improvements. - Provide feedback and leadership in securing sufficient resources to ensure successful operations. Project Management (5%) - Manage one or more significant projects at any given time, including cross-functional initiatives and workgroup initiatives. - Set goals, establish timelines, manage resources, establish roles and allocate work, monitor/measure progress, take remedial action or celebrate project/team successes as appropriate. **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 - Willing to learn and understand the terms and concepts of our DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful and inclusive workplace. - Demonstrate a commitment to growth, learning, and self-awareness to improve our work environment. **Requirements include:** - Bachelor's degree or directly related experience may be substituted for education - Two years of experience in government / higher education / large corporate setting, managing surplus operations, warehouse operations, inventory operations, or transportation/logistic operations, along with daily administrative operations to include supervision and personnel management. - Excellent organizational, oral, written, and interpersonal communications skills - Critical thinking and problem-solving skills; capable of analyzing complex information, and ability to define problems and contribute to potential solutions - Able to maintain and model composure in a fast-paced, dynamic customer service driven environment - Flexibility to meet changing business/customer needs - Demonstrated ability to develop and interpret policies and procedures - Ability to work independently and successfully coordinate multiple tasks within project priorities - Demonstrated proficiency with personal computing environment, Microsoft Office Suite, proprietary databases, web-based tools, and other proprietary software products or willingness to learn/use computers and related software. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **Desired:** - Possession of a valid Washington State driver's license. - Experience or knowledge of process improvement tools such as Lean, Balanced Scorecard or other similar systems, in a multi-functional operational - Experience with creating and producing metrics associated with business operations and reports - Experience developing and maintaining Standard Operating Procedures that aid staff training/staff education - Experience in identifying hazardous and regulated materials - Experience in environmental stewardship practices, such as waste reduction solutions and recycling methods - Experience working with complex regulations - Ability and willingness to learn/operate a forklift **Conditions of Employment:** - Standard work schedule is Monday - Friday 7:00am to 4:00pm. Flexibility of schedule is required to meet operational needs. - Work is normally performed in an interior warehouse environment and an interior office environment. However, program management may include outdoor work with exposure to the elements and variable weather conditions. - Substantial footwear is required and must be worn with operating material handling equipment and/or moving materials and must be provided by the employee. - Ability to lift/move up to 50 pounds unassisted and ability to lift/move 50-100+ pounds with assistance. - Work requires walking, lifting, bending, and standing for long periods of time. - Must be able to work in a non-smoking environment. - Regular and predictable attendance is required. 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 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.** 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.