Classroom Facilities & Operations Supervisor

Job Description

Academic Technologies (AT) is a unit within Academic Student Affairs (ASA) has an outstanding opportunity for a Classroom Facilities and Operations Supervisor (Program Support Supervisor 1 (NE S SEIU 925 Supv)) to join their team.

About this Opportunity

AT supports teaching and learning technologies and both formal and informal learning environments through classroom design, system integration, ongoing maintenance, and support of University event spaces.

Reporting to Manager of Classroom Facilities and Operations, the Classroom Facilities and Operations Supervisor is responsible for delivering high-quality operational services and improving efficiency through the management of daily operations. This position oversees on-site event logistics and execution in general assignment classrooms and premier event spaces managed by Academic Technologies, ensuring services are delivered safely, consistently, and in accordance with University policies and standards.

This position is responsible for recruiting, training, scheduling, and supervising a large student workforce of up to thirty student Facility Assistants, requiring continuous attention to staffing coverage, performance management, and service quality. Student employees support live events that occur across varied locations, schedules, and operational conditions, adding complexity to supervision and training.

The CFO Supervisor must prepare student staff to operate highly technical classroom and event support equipment, deliver consistent customer service, build productive client relationships, and assist clients in navigating University policies related to facility use and events. Training must account for frequent student turnover, evolving technology, and varied event types.

In addition to staff supervision, this position oversees real-time, on-site event operations, ensuring that services are delivered accurately, safely, and in compliance with University rules and established procedures. Events often require rapid problem-solving, coordination with multiple stakeholders, and immediate decision-making in response to unexpected changes or issues.

This work requires the application of specialized program knowledge and independent judgment to interpret and apply policies, prioritize competing demands, and resolve operational challenges with limited escalation, all while maintaining a high standard of service and reliability for Academic Technologies–managed spaces.

Campus classrooms and event venues are a vital University of Washington resource that support teaching, learning, and engagement in a wide range of academic, co-curricular, and public-facing activities. While primarily designed for course instruction, these spaces are regularly used for meetings, lectures, conferences, performances, and other special events that advance the University’s academic, research, and community engagement missions.

This position supports the University’s objective of ensuring the successful on-site execution of activities held in Academic Technologies–managed classrooms and event spaces. The Classroom Facility & Operations Supervisor directly contributes to the effective use of approximately 375 instructional and event facilities, by overseeing event setup, technical support, regular maintenance, and policy-compliant use of these facilities.

Through the supervision of a large student workforce, this position enables reliable service delivery to a broad and diverse client base that includes students, faculty, staff, campus departments, and external partners. The CFO Supervisor's work helps maximize space utilization, protect University assets, and maintain safe, functional learning and event environments. Consistent and effective event operations ensure minimal disruption to academic activities while supporting high-impact events that reflect positively on the University.

This position is full-time and 100% onsite. This position is typically scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, flexibility in work hours is required to meet operational needs. CFO Supervisor must be available to adjust work hours as necessary to support staff, collaborate with colleagues, and ensure effective program operations.

Work outside of standard business hours may be required to accommodate activities such as staff meetings, client consultations, system configuration or maintenance, and support for time-sensitive operational needs. In addition, this position is subject to regular, stringent deadlines aligned with the academic calendar and major University events, which may require extended work hours during peak periods.

Key Responsibilities

Program Operations & Oversight (35%)

• Establish and maintain positive client relationships by providing high-quality service via in-person, phone, and electronic communications.

• Direct the final delivery of venue use, equipment, staffing, and services requested by clients.

• Advise clients on University rules and regulations pertaining to the use of facilities.

• Provide guidance on facility, equipment, and labor rates and develop cost estimates related to short-notice changes or operational adjustments.

• Schedule and oversee site visits and event planning meetings with clients.

• Lead complex planning efforts, including event logistics meetings for high-impact or non-standard events.

• Oversee specific event groups such as Registered Student Organizations, VIPs, and other events requiring elevated service levels; apply independent judgment when evaluating and addressing special requests.

• Organize and lead training sessions and team meetings for the student Facility Assistant team.

• Document, maintain, and update Event Services operational policies, procedures, and training materials.

• Initiate the client invoicing process and collaborate with Executive Office Shared Services to ensure event payments are deposited, tracked, and reconciled.

• Interpret University and Event Services policies for staff and clients; identify gaps and recommend improvements using independent judgment.

• Advise coordination staff on operational feasibility and best practices for client event plans.

• Review and inspect final event documentation prepared by administrative staff to ensure accuracy and operational readiness prior to execution.

Operations Team Management (25%)

• Recruit, train, schedule, and supervise up to 30 student Facility Assistants.

• Maintain and update interview, onboarding, and training procedures.

• Assign work, monitor performance, and verify work hours for payroll accuracy.

• Develop and maintain training modules and reference materials.

• Schedule and conduct interviews for student staff positions.

• Serve as the primary point of contact for Facility Assistants during after-hours operations when required.

• Support staff development and identify advancement opportunities, including advanced training for lead student employees, in coordination with the Manager.

• Provide daily leadership and operational direction to the Facility Assistant team.

• Coordinate closely with the Event Services team to ensure accurate and complete information transfer between planning and execution functions.

Inventory and Building Management (20%)

• Administer access control for AT-managed facilities using tools such as brass keys, CAAMS (Campus Area Access Management System), and DAX.

• Assist CFO Manager with configuration and maintenance of DAX lock scheduling integration; coordinate with UW Lock Shop, Office of the Registrar, and external vendors to troubleshoot issues and expand system coverage.

• Direct the organization, maintenance, and inventory of Classroom Facility & Operations internal spaces, including storage rooms, booths, AV pools, and closets across campus.

• Administer Kane Hall building access and after-hours use procedures.

• Support the Manager with building liaison duties for events occurring in and around Kane Hall, including Red Square, the Quad, and Memorial Way.

• Assist with EH&S-related responsibilities, including organizing building-wide fire drills and maintaining emergency kits for operational staff.

Client Relations (10%)

• Serve as a primary on-site contact for high-profile and VIP conferences and events.

• Act as the Event Operations liaison to third-party vendors, including catering, audiovisual providers, and equipment rental companies.

• Develop and maintain collaborative relationships with UW departments and administrative offices involved in event planning and execution.

• Collect usage data and prepare reports on program activity; develop and track metrics to support service and process improvement.

Strategic Planning & Continuous Improvement (10%)

• Review and analyze historical and current activity levels to identify staffing, scheduling, and operational trends; provide recommendations to the Manager.

• Work collaboratively with the Event Services Specialist to ensure seamless end-to-end service delivery across planning and operations.

• Proactively identify opportunities for process improvement to enhance efficiency, customer experience, policy compliance, and responsible stewardship of University resources.

Required Qualifications

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

• High school graduation or equivalent AND three years of applicable experience in the program specialty (program operations, event services, facilities management, business operations, or a closely related field).

Preferred Qualifications

• Experience using booking management software such as EMS, Mazevo, 25Live, or other.

• Supervisory experience, including experience managing complex employee schedules.

• Experience working with students or in an education environment.

Working Conditions

• Work in a fragrance-free, open and/or shared office environment.

Compensation, Benefits and Position Details

Pay Range Minimum:

$50,916.00 annual

Pay Range Maximum:

$68,376.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Supervisory

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 world. In 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 206-543-6450 or [email protected]. 

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.