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Facilities Operations Assistant

Description of Job

This Individual will provide tactical planning, data management, organized coordination, support department efficiency, assist synthesizing the needs of the department, assist with overall Facilities Operations Department cohesion and success through clear and consistent communication. A high level of customer service and understanding of work flow is necessary to be successful in this position.

Responsibilities

Assist with the management of other Facilities Operations staff members to complete daily work.

  • Manage the intake of work orders and distribution to maintenance and custodial departments
  • Regular check ins with maintenance staff to determine status of work orders
  • Assist with the management of the maintenance team to ensure that maintenance technicians are adequately trained, equipped, and motivated so that the maintenance program can be accomplished in a safe, timely, and cost-effective manner.
  • Evaluate on an annual basis the performance of maintenance staff.
  • Ensuring that the rules and regulations of the College, policies and procedures of the Facilities Operations Department, and all safety regulations are known and observed by others in the department. 
  • Communicate larger maintenance projects and remodel to campus via EC Today and Wingra Weekly
  • Coordinate work with Event Services and Registrar to ensure work will not impact the student experience
  • Coordinate preventative maintenance vendor visits
  • Proficient use of AkitaBox work order system and assist others with use

 

Data Management and Software Training:

  • Tactical planning: development of effective and executable plans to enhance efficiencies relating to work order process, communication, training and software.
  • Analysis of data to evaluate the outcomes and effectiveness of workplace and workplace programs themselves (Akita Box, SysAid, Astra)
  • Assist with formulation and implementation of training programs, applying principles of learning and individual differences specifically relating to work order process, communication, training and software.
  • Maintain and provide accurate data for the Sightlines study, including modifying current work order system to accurately represent the departments work, collaborate with utility companies to receive necessary information, participate in all meetings with Sightlines and provide the information on a timely basis.
  • All data integration, determining functional organization of Virtual Plan Room (VPR) / Building Image Modeling (BIM) Management
  • Locate and upload plans and consistent maintenance of site
  • Organize and maintain departmental records both electronic and paper; develop spreadsheets, maintenance and organization of departmental files
  • Develops and maintains documentation used to interpret and communicate data including spreadsheets for Facilities staff, including but not limited to: the capital improvement tracker worksheet, work order volume, etc.
  • Entry and maintenance of department databases
    • Entry and tracking of work orders
    • Create and track purchase orders

 

General Facilities Support:

  • Assist Director of Facilities:
    • Scheduling and coordinating meetings and appointments
    • Taking notes and tracking data as needed
    • Drafting, reviewing or editing all documents
    • Assistance with evaluating and interpreting all data relating to managing -Facilities Operations. 
    • Hiring of Facilities Management positions including but not limited to:
      • Assisting in review of resumes
      • Scheduling and assisting in conducting phone interviews
      • Communication and coordination of all meetings of the hiring committees
      • Scheduling and assisting in conducting in person-interviews
      • Scheduling any new hire meetings needed on campus including those with HR
    • Assisting with the creation of materials needed to support Director of Facilities including spreadsheets, presentations, etc.
    • Other duties as assigned
  • Manage department invoicing, including scanning and associating with work orders, collect missing invoices, collect credit card receipts, manage department W9 requisition.
  • Assisting Facilities Managers with the hiring process as needed. 
  • Manages department vendors on campus, including tracking vendor keys. 
  • Troubleshoots urgency and contacts correct staff person to respond to Facilities requests/ enters requests into work order software.
  • Coordinates and processes all paperwork for move in prep and move out prep including all Room Condition Report tracking and filing. Evaluating and processing all department charges relating to extra work.
  • Coordinates, and communicates a Facilities Project schedule and communicates impact to the college community.
  • Following up on work orders to ensure satisfaction with service
  • Assists in support work across all department projects and goal completion. 
  • Assist with space planning as needed.
  • Assisting Events as needed, including suggested process improvements based on coordination between all service departments.  Provide Events department updated information from Maintenance and Custodial that require planning of internal and external campus events around.
  • Answer main Facilities line and provide a high level of customer service
  • Sort and distribute incoming and outgoing mail for the department
  • Coordinates, drafts and executes all department communication, including Facebook, Twitter, EC Today announcements, and brochures to introduce our staff to the campus community.
  • Assists with troubleshooting technical issues with computers, phones, software; freeing staff time to dedicate to trade

 

Facilities Liaison to Residence Life:

  • Perform an active role in training Resident Assistant’s and Area Directors in communicating with Facilities Operations, what incidents are priorities to report, what are reasonable timelines for repairs to be made, and the best way to maintain the Residence Halls
  • Intake of student complaints and compliments for evaluation of urgency and proper channel of response. 
  • Assist with planning and coordinating room repairs and cleaning during the summer months
  • Coordinate Facilities Operations role in Move In/Move Out with Residence Life
  • Participate in planning and present at Orientation
  • Semesterly visits to all residence halls to meet with resident’s and hear about their living experience
  • Represent Facilities Operations at any Resident Assistant meetings necessary

 

Furniture

  • Receives, tracks and communicates all furniture requests
  • Assists Director of Facilities with determination of furniture needs on campus
  • Meet with Faculty, Staff and Students to determine furniture needs and facilitate meetings between requesters and vendors.
  • Collaborates with the director of Facilities to purchase all campus furniture
  • Assists Director of Facilities with meeting with Furniture Vendors
  • Coordinates and schedules all campus furniture deliveries
  • Assists in drafting and communicating all policies and procedures relating to furniture procurement and use on campus. 
  • In partnership with the Director of Facilities and the Facilities Utilization and Operations Manager determine furniture replacement needs on campus.
  • In partnership with the Facilities Utilization and Operations Manager and Custodial Supervisors determine furniture replacement needs on campus, keeps an inventory of furniture on campus.

 

Department Moves Coordination:

  • Data management as it pertains to staff and faculty moves for the department
  • Meets with department Maintenance and Project Manager (as it relates to Projects/Maintenance needs) and Facilities Utilization and Operations Manager (Space needs/Custodial needs) to assist with drafting, and communication of policies, workflows, process and procedures relating to moves. 
  • Documents and tracts all data needed by Facilities Operations relating to moves
  • Represent department needs, in workflow management of software and software development, forms and campus processes and policies as they pertain to Facilities needs and moves. 
  • Leads coordination and communication with service departments regarding Facilities needs for moves
  • Communication of department policy’s
  • Determining and coordinating furniture needs
  • All department communication with campus partners and staff and faculty moves
  • Coordinate and assists with oversight of the execution of Facilities tasks related moves

 

Process Improvement Recommendations:

  • Tactical planning: development of effective and executable plans to enhance efficiencies in the following processes: Custodial, Maintenance and Event Planning business needs (Key policy, Maintenance Policies/Procedures, Custodial Policies/Procedures, Move In, Move Out, Students Charges, Office Moves, Emergency Response, etc.)
  • Assisting Events as needed, including suggested process improvements based on coordination between all service departments.  Provide Events department updated information from Maintenance and Custodial that require planning of internal and external campus events around.
    • Assist in analysis of data to evaluate the outcomes and effectiveness of workplace programs (Akita Box, SysAid, Astra)
    • Assist in formulation and implementation of training programs, applying principles of learning and individual differences
    • Assist in researching studies of physical work environments, organizational structures and communication systems to make recommendations for improvements in organizational functioning
    • Provide feedback to management concerning personnel, managerial, and marketing policies and practices and their potential effects on organizational effectiveness and efficiency
    • Provide administrative oversight of the Facilities Operations websites, including internal and external sites, Events and Conference sites, etc.
    • Assist in the implementation and monitoring of the on-call emergency procedures for Facilities Operations
    • Assist Director with Emergency Response projects and other projects as assigned
    •  

      Student Worker Supervision

      • Assists with supervision of Custodial and Grounds student workers
      • Reviews all student applications and schedules interviews
      • Manages Custodial and Grounds student hiring, including making sure HR paperwork is completed for Managers and by students. 
      • Assists in procurement of Custodial and Grounds Student workers
      • Tracks student’s hours, and approves student timesheets for Grounds and Custodial
      • Trains students in timesheet software, follows up with students on issues and concerns relating to timesheets. 
      • Assist Grounds Manager and Facilities Utilization and Operations Manager with Student Worker budgeting.  Including tracking budget use and budget left.  

    Job Qualifications

    Necessary Education or Work Experience

    • Minimum 3-4 years relevant or a combination of experience and coursework in Business
    • Associates Degree or Certification (Preferred)
    • Two years experience in an office setting

    Required Technical Skills

    • Overall Proficient skill-level in Microsoft Office, which includes: Word, Excel, Power Point, Outlook, and basic computer concepts
    • Knowledge of SharePoint is a plus
    • Willingness and ability to learn new software

    Other Qualifications

    Edgewood College, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence - the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values - truth, compassion, justice, partnership, and community.

    To apply:  Send a cover letter, resume, and references to:

    Edgewood College

    Human Resources –FOPS

    1000 Edgewood College Drive

    Madison, WI 53711

    E-mail: humanresources@edgewood.edu

    Equal Opportunity Employer