Professional Position Description s1

PROFESSIONAL POSITION DESCRIPTION

Position Title: Facility Service Coordinator

Division: Finance & Administration

Department: Facilities Management

Location: 25 Bedford Street, Portland Campus

Schedule: 8:00 a.m.-4:30 p.m. M-F (Full-Time)

Reports to: Director of Finance & Administration

STATEMENT OF THE JOB: Employee manages the Facility Service Center to ensure the timely and accurate creation, dissemination, documentation, coordination, and completion of work orders. To do this, the person must coordinate with the appropriate Facilities staff member and the submitting customer to ensure effective communication. Judgment and initiative are frequently exercised. Excellent verbal and written communication skills and the ability to resolve conflict and negotiate with others is frequently required. Often interprets and makes decisions based on administrative, programmatic and personnel policy. Position is essential to the effective response of Facilities Management to emergent issues and vital to the time, resource and cost accounting of work performed by Facilities Management.

ESSENTIAL FUNCTIONS:

1.  Oversight and responsibility for maintaining Facilities Work Order and Preventative Maintenance Work Order Systems

·  Creates work orders, enter labor, contract and materials charges against the work orders and closes work orders when complete.

·  Receives, verifies and prioritizes work requests from campus contacts and routes to the appropriate area for accomplishment.

2.  Communications:

·  Act as customer service liaison regarding any work requests including status updates, billing, change of schedule, etc.

·  Maintain communications with the network of campus building facility reps throughout campus community.

·  Act as the communications center and dispatch for trades and professional staff in emergency situations.

·  Answer questions and provides information about programmatic or facility work process areas, some of which may require interpretation of policy.

·  Maintains open lines of communication with all office, FM service and Engineering staff, in addition to the university community at large on a day to day basis.

3.  Work Coordination:

·  Coordinates the corrective and preventative work order status and advises the Directors, Trade and Grounds Supervisors, and contractors on the status of work orders, assists with the control and coordination of the corrective and preventative work order system.

·  Schedules access to occupied spaces and maintains key log sign in and out.

·  Interfaces with trades’ supervisors to continually update status of work orders that have not been completed.

·  Requires coordinating or leading others in the accomplishment of work activities.

4.  Key Control:

·  Act as system administrator for SimpleK campus key control software.

·  Act as system administrator for KeyTracer key boxes for Facilities Management employee key control.

·  Approved Key Requests that come in to insure proper approvals (based on key policy) prior to issuance.

·  Tracks and Follows Up on employee departures to insure that keys are returned or areas are re-keyed as necessary.

5.  Maintain the System:

·  Working with the Preventive Maintenance Team, maintains PM System, including the review of all activities, adjusting frequencies, and creating new PM orders as necessary.

·  Maintains the integrity of the work order system data.

·  Manages the data in the work control system, performs periodic updates of critical information.

6.  Financial Reporting and Statistics:

·  Prepares and maintains work order financial and aging reports with comparisons to estimates.

·  Prepares letters, tables, financial reports, forms, and other material as directed by the Director of Administration

·  Performs periodic billing of work orders by transferring work order charges into Peoplesoft through journal entries.

·  Enters purchase requisitions into system for approval including checking account chartfield’s.

7.  Reporting:

·  Conducts customer service surveys and correlates the information into reports for the use of the FM department.

·  Supply management with information/reports on job performance, work backlogs, material flow, and manpower utilization.

8.  Education:

·  Educates others in the use of the work order system including educating other offices’ employees, campus contacts, and student workers on various changes and enhancements to the work order system as required. Educate customers on the use of website access to submit facility work requests.

·  Advanced use of GMail and its associated capabilities, calendaring, scheduling, appointments, meetings, resources and ability to provide education to others

·  Attends education sessions and/or seminars as required to maintain or enhance skills that may be required for the successful operation of the Facilities Management.

9.  Other:

·  Performs special assignments in support of the administrative team.

·  Working with the Work Order Process Team to assist in the development of processes relative to the work control system.

·  Additional duties as reasonably assigned.

SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES*:

(Eliminate any that do not apply)

·  Broad access, including but not limited to master key or swipe card access, to University facilities, residences, or apartments.

·  Control over, access to, or security of restricted levels of information technology systems that would allow the person to harm the IT systems or the information contained in them.

SUPERVISORY RESPONSIBILITIES: One classified employee.

BUDGET RESPONSIBILITIES: Assist Director of Administration in preparing budget material and gather information regarding the work order system.

PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE: Encouraged but not required.

INTERNAL AND EXTERNAL CONTACTS:

Internal: Requires daily contact with students, faculty, staff, and other departmental facility liaisons calling to report a specific facility issue or submitting a work order through the online work order system. Also requires contact with the people in the Facility Management department.

External: Outside contractors that will be assigned to complete the work and ensure timely completion. Vendors, parents of students, external community members.

KNOWLEDGE, SKILLS, AND ABILITIES:

·  Possess good communication skills, with the ability to express ideas, orally and in writing.

·  Basic knowledge of human relations, bookkeeping, time management, various types of office equipment and business communication.

·  Possess administrative skills and experience including word processing and spreadsheet experience. Advanced knowledge of PC's and software packages.

·  Ability to cope with numerous interruptions, daily contact with faculty personnel, department chairpersons, administrators, trustees, and various University personnel and community persons and officials.

·  Must be willing to stay current and take additional education to enhance and learn new skills.

·  Possess basic traits of honesty, integrity, loyalty, confidentiality, and avoidance of conflicts of interest situations.

·  Ability to work within the overall organization of the Facility Management department and work with skilled and unskilled personnel and administrators

·  Have a basic understanding of the functions of each Facility Management area.

·  The ability to resolve conflicts and negotiate with others.

·  Supervisory skills.

QUALIFICATIONS:

Required:

·  Bachelor’s Degree plus 2 years’ experience or equivalent combination of education and experience

·  Experience and competency with windows environment, word processing, spreadsheet, data base management, and scheduling software. Customer service techniques and conflict resolutions skills.

·  Ability to work in a fast paced multiple priority environments while working well with others.

Preferred:

·  Supervisory Experience

·  Experience with a computerized integrated workplace management system

·  Previous data base management

*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities as listed above, or other licensure or certification, shall have the following additional applicable background screening completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification verification.

For Human Resources Use

Approved: 12/13/2012

Bargaining Unit: UMPSA

Job Family: 10

Salary band: 102

CUPA code: 325000

Position: 00021115

Employee: vacant