Program Operations Specialist, Lab Medicine & Pathology Facilities

University of Washington • Seattle, WA

3d

About The Position

The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Program Operations Specialist with the Facilities Team. The Program Operations Specialist serves as a key liaison, advisor, and operational partner for all facilities, space, and asset management initiatives within the DLMP. This role supports both immediate and long-term departmental priorities by guiding strategic facilities planning, ensuring operational excellence, and aligning projects with DLMP, School of Medicine, and UW Medicine objectives. The position provides leadership and oversight for the multi-year development of the Renton/Central Lab, including contract and vendor management, construction coordination, building operations, regulatory compliance, and lab move in phases. It also leads comprehensive asset management programs for department equipment and resources exceeding $100 million. In collaboration with the Assistant Director of Facilities, the Program Operations Specialist contributes to space planning, renovation projects, budgeting, procurement, and stakeholder coordination across multiple DLMP locations. The role also supports Facilities Team leadership through staff mentorship, workload coordination, performance feedback, and participation in hiring and team development. Work schedule: 100% FTE Work schedule to be discussed with the hiring manager Day shift

Requirements

• Bachelor's degree in Construction Management, Business Administration, Building Science, Public Administration, or other related field. Experience may substitute for education.
• In-depth knowledge of clinical and/or research space/layout requirements, facilities operations and maintenance, asset management, and procurement and contracting processes.
• Five (5) years combination of the following experience:
• Knowledge of building systems (e.g., HVAC, electrical, plumbing).
• Experience with project management and ability to manage multiple major projects concurrently.
• Ability to work with internal and external stakeholders.
• Experience with vendor management/coordination and contract negotiation.
• Demonstrated ability to lead staff and provide direction, mentorship, and constructive feedback.

Nice To Haves

• Experience coordinating day-to-day operations, building maintenance, repairs, and preventive maintenance programs.
• Experience supporting or coordinating facility renovation, construction, or relocation projects.
• Proficiency with asset management systems or databases (e.g., Workday, Maximo, or similar).

Responsibilities

• Project Management – Facilities and Ongoing Site Maintenance Lead and coordinate departmental laboratory and administrative relocations to ensure continuity of operations and minimize disruption across multiple sites.
• Oversee and manage multi-year, multi-phased build of Central Lab in Renton.
• Advise and guide high-impact facility projects, including redesign and reconfiguration of laboratory and administrative spaces, to meet the evolving operational and strategic needs of a nationally recognized laboratory testing organization.
• Oversee ongoing site maintenance efforts in collaboration with facilities stakeholders, ensuring alignment with operational priorities and institutional policies.
• Represent DLMP in safety initiatives, committees, and compliance reviews, providing input to enhance workplace safety and regulatory adherence.
• Act as a subject-matter advisor for departmental operational planning, risk mitigation, and facility process improvement for leadership.
• Contribute to continuous improvement efforts by identifying process gaps, recommending enhancements, and supporting the implementation of approved changes.
• Plan and execute by facilitating communication, tracking milestones, and assisting with issue resolution in collaboration with leadership.
• Asset Management Serve as a liaison and advisor on all matters related to departmental asset management and compliance.
• Oversee and provide guidance on the management of equipment and assets valued at more than $100 million, ensuring alignment with University, School of Medicine, and Upper Campus Equipment Management Office policies.
• Oversee on audit preparedness, coordinate inventories, and manage compliance reporting to University, State, and Federal agencies.
• Provide consultation to managers and faculty regarding asset life cycle management and actions of any discrepancies and issues.
• Design and develop process improvements to enhance accuracy, efficiency, and compliance in asset management practices.
• Renovation, Space Utilization, and Facilities Coordination Oversee space planning, renovation, and redesign initiatives for laboratory and administrative areas with priority of Central Lab, ensuring alignment with departmental strategic objectives.
• Collaborate with internal and external stakeholders as a DLMP representative, including UW School of Medicine, UWMC, HMC, University leadership, and external organizations leasing space, ensuring productive and professional collaboration.
• Advise and act on with stakeholders on best practices, compliance requirements, timelines, and risk mitigation related to facilities, space planning, and asset management initiatives.
• Oversee the submission and ongoing maintenance of campus mapping systems and other space management databases.
• Oversee the progress of renovation projects, facility repairs, and work orders, providing strategic recommendations and detailed updates to departmental leadership, with primary focus on Central Lab.
• Prepare and analyze space utilization data to inform strategic planning and decision-making for the Department, School of Medicine, and University.
• Lead and provide guidance on facility-related needs across multiple off-site departmental locations, ensuring consistency and operational efficiency.
• Provide advice to leadership on long-term space utilization, capital planning, and facility improvement initiatives.
• Procurement Team Support Serve as a major contributor to DLMP’s procurement team, supporting equipment orders, budget oversight, and updates to UW Workday or other relevant systems.
• Lead and manage implementation of procurement, facilities, and asset management processes, policies, and systems for both internal and external stakeholders.
• Provide guidance, training, and mentorship to departmental staff on procurement and asset management practices.
• Consult and support leadership on actions to align procurement activities with departmental strategic initiatives, budget requirements, and operational priorities.
• Lead Responsibilities Provide mentorship and oversight to staff by sharing knowledge, processes, and institutional best practices.
• Make decisions in the direction of projects and direct staff work assignments based on these decisions.
• Assist the AD with staff time management.
• Support the AD with performance management by providing feedback for annual performance evaluations and corrective action.
• Assist the AD with the hiring process, including participating in interviews and providing candidate feedback.

Benefits

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level