Assistant Manager, Moving Services

Job Description

The Moving Assistant Manager is also responsible for strategic planning organizing controlling evaluating the activities of the Moving Services program and providing excellent customer service to internal and external customers. This position manages the coordination scheduling execution and billing of a broad spectrum of moves across the University ranging from routine departmental relocations to complex time-sensitive projects involving senior leadership UW Medicine and off-campus or out-of-state programs where continuity of operations and risk mitigation are essential. This position also oversees multi-phase moves associated with construction renovations space reconfigurations and institutional events.

With significant authority to establish policies guidelines and standard operating procedures the Moving Assistant Manager ensures alignment with organizational strategy and department/institutional policies. This position requires a strong understanding of hazardous and regulated materials as it involves ongoing collaboration with Environmental Health & Safety and other partners on related matters. The Moving Assistant Manager must be able to interpret educate and apply federal State and local government regulations in conjunction with daily activities. The Moving Assistant Manager must be able to work collaboratively with the Surplus team other Materials Management staff and vendors. The Moving Assistant Manager must understand collective bargaining agreements and have the ability to work effectively with union representatives.

The Moving 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.

Key Responsibilities

Program Operations and Administration (25%):

Manage the day-to-day operations of the moving operations program including coordination scheduling and execution of routine and complex relocation projects.

• Monitor activities and ensure customers are served daily operations meet quality standards and operational requirements are fulfilled.

• Oversee maintenance of Moving work management system in partnership with the UWIT Business Application Services team. Coordinate and prioritize system updates and improvements. Communicate system updates and changes to staff and clients. Oversee staff training.
• Oversee program email account and website. Expand and improve website information service-based email or other electronic communication tools.
• Oversee preparation and timely distribution of service estimates.
• Manage procurement of supplies materials tools and equipment for use in moving operations. Manage equipment storage areas and maintenance schedules; develop and implement equipment replacement schedules. Collaborate with Fleet Services in the purchase lease and maintenance of Moving program vehicles.

Safety & Compliance (15%):

• Serve as liaison between UW Moving Services UW Surplus EH&S Regulated Materials Office contracted vendors and other campus partners to mitigate risk from hazards and ensure safe handling of University furniture equipment and materials.
• Provide health and safety leadership and direction in consultation with EH&S to Moving staff relocation vendor staff and clients.
• Conduct site assessments walkthroughs and other related services with UW Surplus staff and/or moving vendor staff to analyze client/project needs. Identify hazardous materials such as sharps chemicals asbestos lead mercury radioactive producing devices lasers etc. Identify logistical challenges and safety considerations. Provide guidance and ongoing support to clients on required action prior to moves and surplus pick-ups.
• Oversee and ensure compliance with OSHA-WISHA UW safety protocols and regulatory requirements for the safe handling transportation and disposal of materials.
• Comply with all building procedures union jurisdictions and local trade practices as appropriate.
• Investigate workplace accidents/incidents vehicle accidents and ensure adherence to safety standards and safe workplace practices. Actively promote and monitor work area safety.
• Follow hazardous materials handling and disposal procedures; submit inquiries 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.
• Monitor the maintenance and performance of equipment and vehicles utilized by Moving staff to ensure effective efficient and safe operations.
• Provide leadership in implementing legislative and/or regulatory changes that may impact daily operations.
• Develop implement and maintain standard operating procedures (SOPs) Hazard Review Checklists (HRCs) and emergency response plans for Moving Services operations.

Financial (15%):

• Responsible for program financial activities and compliance to include: review audit process and track revenue and spending from monthly billings for internal service billings and vendor invoices.
• Provide data analysis and financial reporting to support strategic planning budget development and resource allocation.
• Review audit approve and process monthly billings from contracted relocation and storage vendors.
• Research and resolve customer billing complaints. Oversee processing of billing corrections.
• Develop and maintain SOPs for fiscal processes.
• Work with UW Finance to ensure vendor invoices are processed accurately and paid in a timely manner.
• Assist with the approval and control of expenditures for Moving Operations.
• Assist with the development of recharge rates for moving and storage services.

Personnel (10%)

• Provide direct supervision to Program Support Supervisor and Program Coordinator assigned to the Moving Services program.
• Hire evaluate performance assign and review work recommend corrective action and act upon leave requests for two (2) FTE classified staff.
• Oversee direct reports work in hiring staff development work allocation and performance management of seven (7) FTE regular classified staff and up to (five) 5 temporary 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.

Customer Service & Stakeholder Engagement (15%)

• Partner with campus customers and business units to build and sustain a culture of service excellence.
• Apply lean practices (e.g. visual management goal setting gap analysis) to make customer and staff driven improvements.
• Resolve escalated customer and vendor issues while maintaining proactive communication and outreach to support operational success.
• Investigate and address both isolated and recurring service issues to improve reliability and performance.
• Conduct site walks with internal stakeholders and contracted vendors.
• Collaborate with UW Medicine Asset Management UWIT Housing & Food Services off-campus and out-of-state programs and other University stakeholders on complex moves urgent and emergency requests special events and surplus activities.
• Review customer point of service survey results. Provide follow up as requested. Prepare and report survey results to Moving program staff and to unit leadership.
• Oversee program communications including shared email accounts website content and other digital and print materials.

Vendor & Contract Management (10%):

• Ensure vendor compliance with service agreements scopes of work safety requirements and performance standards.
• Monitor vendor performance on large or complex move projects to ensure proper procedures are followed and work is completed to customer satisfaction.
• Audit and reconcile vendor invoices to ensure billing accuracy and compliance with contract terms; investigate discrepancies and resolve disputes.
• Support the investigation and resolution of vendor related damage claims involving University property equipment furnishings facilities or personal property impacted during relocation storage or logistics activities.
• Handle escalated vendor problems and participate in ongoing communication with vendors in order to proactively plan for success. Investigate and assist in resolving one-time or chronic service failures.

Process Improvement / Metrics and Reporting (5%)

• Stay current on industry trends best practices and regulatory changes impacting relocation and logistics operations.
• Lead and support continuous improvement initiatives focused on enhancing efficiency reducing costs promoting sustainability and improving service quality.
• Establish and track key performance metrics to evaluate program effectiveness and identify opportunities for improvement.
• Prepare reports and advise the Moving & Surplus Manager and Assistant Director for Materials Management of opportunities for process improvements that impact department wide strategy development.
• 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.

• 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 professionalism which includes being tactful and courteous.
• Exhibit a professional work ethic.
• Continuously promote a safe work environment.

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelors degree or directly related experience may be substituted for education.
• Minimum of three (3) years of experience managing transportation logistics and/or warehouse operations within a government higher education or large corporate environment.
• Experience managing daily business and administrative operations including staff supervision staff development 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.
• Experience working successfully with people at all levels throughout the organization and with a wide range of constituencies.
• Knowledge and understanding of safe work practices and policies; must be able to wear all proper Personal Protective Equipment (PPE) as required.
• 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.

• Experience with vendor and contract management.
• Experience or knowledge of process improvement tools such as Lean Balanced Scorecard or other similar systems in a multi-functional operational.
• Experience in environmental stewardship practices such as waste reduction solutions and recycling methods.
• 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 working with complex regulations.
• Ability and willingness to learn/operate a forklift.
• Ability to communicate effectively with diverse audiences including staff students and vendors.

• Possession of a valid Washington State drivers license.
• 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

Moving& Surplus is a collaborative team within Materials Management that provides relocation storage and surplus property disposal across the entire University of Washington system.

MovingServices provides commercial relocation services to UW departments which includesmovingan office relocating a research laboratory reconfiguring workspaces supporting special events or picking up surplus property. Whatever the job we focus on doing it safely efficiently and with as little disruption as possible to the customers we are serving.

Surplus Property manages the disposal of excess University-owned property across the entire UW system including all campuses medical centers and clinics and programs located throughout Washington across the United States and internationally. We also play a critical role in data security by safeguarding and sanitizing all institutional data from information technology equipment that is surplused.

Our work goes beyond logistics. By promoting reuse we keep thousands of usable items out of landfills each year and reduce the Universitys climate impact on both purchasing and disposal. Departments nonprofit organizations government agencies and the public can purchase items through our retail store online storefront and timed online auctions.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

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.