OMBUDS COORDINATOR

Company: University of Washington
Location: Seattle
Posted on: June 24, 2022

Job Description:

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content Job Location Detail: open to hybrid work schedule (combination in-office + remote) Posting Date: 03/01/2022 - Closing Info: Open Until Filled - Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. Shift: First Shift - 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 Office of the Ombud has an outstanding opportunity for an Ombuds Coordinator.

Under the supervision of the University Ombud, the Ombuds Coordinator is an integral member of the Ombuds team, often serves as the first contact for the University of Washington community to the Office of the Ombuds, and provides administrative and professional support in the areas of case management, business operations, communications and correspondence, records management, and special projects.

The Ombuds Coordinator provides calm, non-judgmental customer service to the University community, and administrative and professional support to the Office of the Ombud, in the areas of case management, business operations; communications and correspondence; records management; and special projects. The Ombuds Coordinator reports to the University Ombud.

The Office of the Ombud serves the entire University of Washington community by providing high-quality, client-focused services for preventing, managing, and resolving conflict at all levels of the university in a collaborative and confidential environment. The Ombuds team provides a supportive, learning environment to all its team members and provides a high level of standard of service to the UW community. The Ombuds Coordinator is considered an integral member of the team, provides a high level standard of service to the community and works to continuously improve the office's client service and internal operations.

Duties and Responsibilities:

Office Operations:

--- Serves as ?rst point of contact for all who visit the Office of the Ombud. Maintains a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed. Manages phone system and on-line scheduling platform in a manner that allows for the appropriate screening, triaging, and escalation of requests.
--- Independently manages front o?ce business operations: maintaining and ordering supplies and equipment; submitting and tracking IT, surplus, and facilities work requests; and similar project management.
--- Manages and maintains a records management system in adherence with university guidelines. Works directly with UW Records Management Services to track/manage disposition schedule for historical file and records of the Office of the Ombud and the Conciliation Board.
--- Tracks and reconciles office expenditures, in accordance with university financial procedures and Executive Office Finance & Administration guidelines.
--- In the absence of the Ombud, triages urgent requests for service and helps coordinate office response.
--- Represents the Office of the Ombud in an exemplary manner in all interactions.

Administrative Support:

--- Provides executive administrative support to the Ombuds in all aspects of case management and resolution.
--- Manages calendars for Ombud and Associate Ombuds, exercising independent judgement in prioritizing needs and events.
--- Independently gathers and collates research materials and other relevant background information/forms as needed for meeting/appointment brie?ngs.
--- Serves as lead for technology needs, working directly with venue managers, IT support, online meeting platforms, and works to find solutions for any barriers that emerge.
--- Coordinates data and public record requests to ensure responsiveness while maintaining necessary confidentiality.
--- Prioritizes the Ombud's incoming correspondence; composes and finalizes communications for review by the Ombud.
--- Initiates frequent and open communication within the o?ce on issues, project statuses, process improvements, etc.

Special Projects:

--- Devises and maintains databases and spreadsheets to track usage of Ombud services.
--- At the direction of the Ombud, prepares monthly, annual, and ad-hoc summary reports on a variety of subjects. -
--- Initiates report pulls from internal database and conducts analysis to identify trends and support rationale for strategic planning.
--- Performs other duties as assigned.

Lead Responsibilities:

--- Manage all front office operations for the Office of the Ombud


Requirements include:

--- Bachelors Degree
--- Minimum 2 years of work experience in office administration

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

--- Familiarity with the University of Washington and/or higher education administration
--- Relevant work experience involving dispute resolution
--- Training and applied experience in project management
--- Visual design experience with annual reports, PowerPoint presentations, and/or website content development


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.


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.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .COVID-19 VACCINATION REQUIREMENTGovernor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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