Transaction Administrator

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Job description

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.

UW Facilities manages the University's buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Project Delivery, Campus Architecture and Planning, Engineering and Sustainability. The Operations group includes Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. UW Real Estate and Emergency Management are also departments in UW Facilities. All of these units are supported by the Business Intelligence & Information Technology group and the Finance & Administration group.

UW Facilities has an excellent opportunity for a Transactions Administrator in our Real Estate (UWRE) department. The UW Real Estate team handles property transactions, asset management, project management, finance and accounting, and data management, with real estate services provided to all three UW campuses, medical centers, research field stations, biological preserves, off-campus and various international locations.

The Transactions Administrator provides support for all Transactions, projects and properties managed by UW Real Estate.

This position utilizes specialized knowledge of real estate contracts, PM Web and Yardi real property & financial management systems to manage documentation and ensure that transactions are timely executed, recorded and monitored. The Transactions Administrator must work independently to meet very specific deadlines including those set forth in legal contracts, resolve problems, and make recommendations to management. The work requires an understanding of real estate practices and procedures, as well as familiarity with a wide variety of project types such as leases, purchases, sales, gifts, easements and permits. The Transactions Administrator enters transaction projects at inception into PM Web, with data points collected during the lifespan of a project and then entered in the real property & financial management system, Yardi. Attention to detail is critical to ensure the University complies with contractual terms over time. The position requires working with a wide range of University stakeholders, as well as vendors, landlords and tenants to ensure that the flow of information is effective and all team members are meeting deadlines. The exercise of independent judgement is necessary for this position, particularly in communication with customers and partners, and in management of stressful situations and changing priorities. The position requires ability to anticipate and recognize problems and identify how to resolve issues or improve processes.

The primary function of UW Real Estate as a central services organization is to provide real estate services to achieve the University's institutional goals with sound stewardship of owned and leased assets at all campuses and in a variety of locations in the state of Washington, across the United States, and internationally.

This position is an integral part of the following:

* Transaction coordination & communication
* Abstracting and data quality assurance
* Signature process for all contracts & legal documents related to real estate
* Asset management support

Primary Duties and Responsibilities

Transactions Coordination & Communication (50%)

* Initiate projects, coordinate funding approval process and manage project creation in PM Web
* Lead project workflow in PM Web, ensuring all projects move through in a timely manner
* Review documents including legal agreements and proof-read for formatting, typos, signature accuracy, notary blocks, footers, pagination, etc.
* Manage signature routing process for all legal documents including electronic signature and notary process via DocuSign
* Serve as primary Notary Public for UWRE in order to notarize all legal documents
* Manage customer communication throughout project set up, workflow and closeout phases, elevating to Asset Managers as needed
* Triage customer questions related to active/closed projects or UWRE processes
* Maintain clear and timely communication with Accounting team that supports UWRE
* Contribute ideas to ensure processes are efficient, including those that involve more than one group
* Ensure monthly Manager's Report tasks are identified and distributed appropriately to Asset Managers, Business Operations and Accounting
* Assist Business Operations Manager in coordinating large project document inventory requirements, communication with stakeholders, timelines to meet project expectations and closeout meetings to implement process changes if applicable
* Coordinate vendor set up in Yardi management system and work with Accounting to ensure that payments are dispersed per contractual obligations
* Work with UWRE Business Analyst to ensure all records are maintained in accordance with records management policies

Abstracting and Data Quality Assurance (40%)

* Manage abstract process of legal documents into Yardi management system, including working with Special Assistant Attorney General for complex projects
* Ensure accuracy of data for abstracts with contractual obligations
* Manage and maintain Yardi data entry standards
* Train users of Yardi system as needed
* Report on common data maintenance issues and recommend solutions to reduce errors

Asset Management Support (5%)

* Support Asset Managers and Accounting in management of transactions and contracts, including invoice payment process
* Lead Business Operations Team meetings and Monthly Operations Meetings, manage agendas and assign tasks as needed
* Review management reports for accuracy
* Support Business Operations Manager as needed on real estate acquisitions, dispositions and gifts

Additional Duties as Assigned (5%)

Core Competencies

* 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.

Requirements include:

* Bachelor's Degree and a minimum of 3 years of real estate related experience
* Excellent computer skills, including demonstrated proficiency in MS Office Suite
* Able to work on multiple projects, prioritize, follow up, and bring projects to conclusion
* Strong organizational skills
* Ability to lift / move 25-35 lbs.

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

Desired:

* Paralegal, title or escrow experience
* Real estate contract abstracting experience
* Training experience
* Process improvement experience
* Competence using management systems: Asana, Yardi, PM Web
* Licensed as Notary Public

Conditions of Employment:

* Must be able to work in a non-smoking environment
* Regular and predictable attendance is required

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.