University of Connecticut

Location: Storrs MansfieldCT 06269 Document ID: A9301-4PN8
Ad Number: 23546659
Published on: 2015-08-2408/24/2015 Job Type: Regular

Job Schedule:Full-time
Published in: CTjobs.com
2015-09-23
 

Administrative Services Specialist 2 (UCP 4)

Classified As seen in CTjobs.com

The Facilities Operations & Building Services Department at the University of Connecticut is seeking an Administrative Services Specialist 2 to independently supervise and coordinate the daily operations of Work Order Control, a 24/7/365, high volume, call center and maintenance management support center. This position directs the workflow of the entire work order process through oversight of the computerized maintenance management system. This position is also responsible for supervising and scheduling employees and student staff. The work schedule for this position is typically Monday through Friday 12:00 p.m. to 8:00 p.m., but will require flexibility on a regular basis, sometimes with short notice, to work hours outside of the standard 12:00 p.m. to 8:00 p.m. schedule.  Incumbent must be able to work a flexible schedule, including occasional weekend hours, to meet business or University needs. This position requires evening work hours in order to provide supervision of student staff.


Job duties include but are not limited to: coordinates all aspects of the Maintenance Operations Center, including processing paperwork and/or records while reviewing for accuracy, completeness and compliance with policies and procedures; identifies and follows up to resolve customer issues, referring most unusual or difficult problems to supervisor; compiles and organizes information from a computerized maintenance management system (CMMS) and other sources to prepare narrative and informational reports requiring the understanding and evaluation of data sources; trains, supervises and establishes work schedules of clerical and student staff, with responsibility to prioritize and assign tasks to staff according to organizational needs; screens customer correspondence, records and other documents for appropriate action and determines proper response and resolution; transmits authoritative information and serves as a resource regarding policies and procedures relating to customer service and maintenance management, with responsibility to periodically interpret, policies and procedures; communicates in writing or verbally with internal/external customers as well as outside agencies to request or provide information or to clarify procedures; reviews, tests, maintains, and updates operating procedures and processes for efficiency and effectiveness; makes minor changes or recommends major changes or improvements; participates in planning and decisions regarding new or changed processes and procedures; communicates any updates to Facilities Operations & Building Services staff and to the University community as required; performs administrative functions of the Maintenance Operations Center; oversees the processing and verification of new work orders, completed work orders, and labor card entries; meets with auditors to answer questions and provide requested documentation; ensures that building emergency contacts are provided with accurate and timely information relating to HVACR equipment shutdowns, power outages, water/sewer equipment failures, etc.; attends and participates in computerized maintenance management system user group meetings and is responsible for communicating issues that are reported by the dispatchers; and recommends resolutions to issues and tests the programming changes to ensure that the issues reported have been successfully resolved.


MINIMUM QUALIFICATIONS

  1. Associate’s degree or equivalent combination of education and experience and three to five years of related experience.
  2. Demonstrated knowledge of maintenance operations, and ability to resolve problems independently.
  3. Ability to supervise staff.
  4. Excellent organization and interpersonal skills.
  5. Demonstrated ability to interpret and develop operating procedures and process improvements.
  6. Strong computer skills, including a working knowledge of Microsoft Office applications.
  7. Demonstrated customer service skills and experience.
  8. Must be willing and able to work flexible work schedule on a regular basis including hours outside of the standard 12:00 p.m. to 8:00 p.m. schedule as well as weekend hours to meet business needs and during emergency closures/delayed openings due to inclement weather or for significant events that affect campus operations.


PREFERRED QUALIFICATIONS

  1. Experience supervising staff.
  2. Experience using a computerized maintenance management system(s) (CMMS).
  3. Experience working in a 24/7 operation.
  4. Knowledge of trade terminology.
  5. Experience examining and verifying information, e.g. financial accounts and records, for auditing purposes.
  6. Experience working in a higher education setting.


APPOINTMENT TERMS

This is a full-time, permanent position. General work schedule is Monday through Friday 12:00 pm – 8:00 pm. Position is categorized as Emergency Support Services/Essential Staff. Salary range will be commensurate with background and experience.


TO APPLY

Qualified applicants please submit a cover letter, resume and contact information for three (3) professional references via UConn Careers at www.jobs.uconn.edu. Please identify in your cover letter Search #2015529 and ensure that your application materials demonstrate how you meet the stated minimum qualifications and any of the preferred qualifications you may have. Screening will begin immediately. Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.


All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.




The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University’s teaching, research, diversity, and outreach missions, leading to UConn’s ranking as one of the nation’s top research universities. UConn’s faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.