OPERATIONS SPECIALIST (HOURLY/TEMPORARY)

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. The UW Housing & Food Services has an outstanding opportunity for a Temporary Operations Specialist to join their team. Position Justification: Housing and Food Services is transitioning to a new housing management system. The new system will be identified in July 2024 and will have an implementation timeline of 15 months. During this time, additional support will be needed to run the current housing management system and build the new housing management system. Support will be needed to train all users in the department on the new system. Additionally, supporting two housing management systems will require support in reporting and customer service so that team members who will implement the new system can be appropriately trained. Description of Duties Project Management (50%) * Coordinate transition to a new housing management system including housing form building, maintenance protocols, system testing procotols, system use policies, and user training. * Develop the training philosophy for on-boarding the New Housing Management System. * Create and implement the training structure and cirrculum for the Housing Management System. * Develop and train staff on the new process for students submitting the housing application, room change process, and work order management. * Develop protocol for users to follow when interacting with the system including how to pull reports, policies for changing resident information, and policies for changing facility demographics. * Manage developing, documenting, maintaining user manuals and operating procedures for housing forms. System Support (20%) * Support systems operations for the housing management database including application building and maintenance, system testing, system use, and training. * Coordinate the housing assignments process through setting up application forms, system integrations, and testing. * Respond to and provide direct support for system issues reported by users. * Transferring housing forms from old system to new system. * Coordinate on-going reporting by running weekly reports such as occupancy reports, housing demand reports, and alpha lists. Customer Support (20%) * Deliver key customer service tasks and responsibilities including call answering, in-person assistance and email responses, and general administrative duties. * Positively support and communicate with SSO staff and HFS units on customer service-related issues and ensure adequate support services are provided. * Write and send email communications to students, HFS staff, campus partners and members of the public, including individual, bulk and merge emails. * Provide consistent and courteous customer service via telephone, email and in person while enforcing all terms of the housing agreements. * Resolve complaints from students, parents, University employees and the public. * Adhere to UW branding guidelines, HFS style guide and Student Services communication standards. General (10%) * Maintain student privacy standards and confidentiality of information and records by adhering to FERPA guidelines and HFS policies. * Communicate professionally, concisely, effectively and accurately with customers and employees both verbally and in writing. * Coordinate projects in support of colleagues and managers. * Maintain a clean, organized work area and promote environmentally sound systems and procedures. * Use software systems including the Housing Management System, SharePoint, Great Plains, Student Database and the Microsoft Office Suite. * Be knowledgeable about HFS policies and procedures and support changes made by HFS management and administrative staff. * Work independently without direction, follow through on all assignments and ensure work is complete, accurate and submitted in a timely manner. * Support all-department events including Spring move-out, Autumn move-in, Admitted Student Day, and other identified events. * Perform other duties as assigned. Minimum Qualifications * Bachelor's Degree or equivalent and Two Years of full-time administrative experience. * Experience or education that demonstrates the ability to quickly adapt to new software and web applications. * Experience with process development, process improvement, or project management. * Excellent customer service and communication skills (in person, over the phone and in writing). * Strong attention to detail. * Ability to prioritize tasks in a complex business environment. * Demonstrated success working both independently and within large, complex teams. * Proficiency with PC including Microsoft Office Word, Excel, and PowerPoint applications, electronic mail, calendar scheduling and Internet. Equivalent education/experience may substitute. Desirable Qualifications * Experience in a university housing or conference services office. * Experience facilitating trainings, both on-site and remote. * Experience working with a housing software or housing management system, or a similar type of software. * Experience developing training documentation and presentation materials for in-person and remote delivery. Condition of Employment A satisfactory outcome from the employment verification and reference check processes is required prior to hire. 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.