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Facilities Services Coordinator

Apply now Job no: 496681
Work type: Staff
Location: Newark
Categories: Facilities Management, Full Time

PAY GRADE:  27N

CONTEXT OF THE JOB:

Under limited supervision, this position provides administrative support to the University’s Maintenance and Operations shops and the University’s electronic access control system.

Acts as a liaison between M&O management and its suppliers and contractors to prepare and ensure the accuracy of purchase requests, purchase orders, deliveries, and payments as well as facilitating expediated/urgent services. Facilitates the onboarding, clothing, and vehicle safety programs for the M&O group, which includes coordinating, facilitating, processing, and documenting these programs. Provides day-to-day support to M&O trades staff such as handling or escalating routine inquiries involving purchases, work orders, or policies as well as providing general consumables such as office supplies, Provides recordkeeping for the M&O group and supplies related data to appropriate parties. Documents, follows, and recommends improvements to the position’s work instructions. Collaborates effectively with other University units such as FREAS, Procurement, and HR to ensure the continued accurate and timely performance of duties.

Performs numerous duties to support the safety and security on campus via computerized access control systems. Programs the University’s security system. Ensures confidential, accurate, and timely service including research, analysis, and dispersal of financial information as well as coordinating unit workflow. A high level of independent judgment is required to resolve records systems problems, address appropriate application of inventory control procedures, and address policy compliance. Utilizes a high level of computer skills to work effectively with diverse and complex systems used daily. Collaborates routinely with the M&O electronics shop manager, access control technicians and all levels of Resident Life and IT staff. Collaborates as needed with units throughout the University.

MAJOR RESPONSIBILITIES:

M&O Shop Support

  • Maintain the M&O Safety Training Matrix and other M&O-required training records
  • Coordinate safety related services including, safety incident notification processing, receipt and record retention of safety incidents, safety supply procurement for vehicles and shops, safety records for fire extinguishers for service vehicles, coordinate fire extinguisher installation and replacements with contractor, maintaining State Boiler Safety records and overall safety-related record keeping
  • Maintain and distribute the M&O unit’s State of Delaware DEMA driving restriction waivers
  • Maintain the University’s elevator license, emergency generator, and fire pump records
  • Prepare and maintain M&O’s annual fiscal year blanket purchase order request program, including requesting/compiling/processing information and forms from managers, suppliers, and other internal units
  • Prepare and maintain records for ad hoc purchase order requests
  • Review invoices, verify pricing and approvals, and process payments via purchase order payment requests, credit card payment processing system, or ad hoc payment forms
  • Process employee reimbursements for safety shoes, travel expenses and training
  • Review accounts and purchase orders to ensure availability of funds and proper administration; process amendments as needed
  • Facilitate the M&O unit’s hiring processes such as scheduling interviews and preparing and processing documents
  • Coordinate the ordering, distribution, and recordkeeping of the uniform, safety shoe, and prescription safety glasses programs
  • Coordinate, maintain records and assist with conducting onboarding, reassignment, and offboarding for the M&O unit
  • Assist M&O shops and external units and contractors in the preparation of physical plant repairs by requesting information and services, processing forms and paperwork, and similar functions
  • Coordinate emergent service needs such as generator refueling
  • Act as first reviewer in Works for credit card purchases by Housing AFSCME staff and assists with resolution of card disputes
  • Check availability of classrooms and schedule for maintenance repairs
  • Provides status and communications link between the University community and maintenance & operations work order activity
  • Obtain backup administrative and financial information to support vendor proposal and post work analysis for project level work for management
  • Provide cross-functional coverage within the back-office support staff
  • Distribute M&O physical mail
  • Schedule and coordinate office meetings, training sessions, and other functions
  • Assist with maintaining and tracking attendance and overtime for union personnel
  • Maintain personnel files for union employees
  • Create and update Maximo work orders related to supporting general operations
  • Provide backup to lock shop key distribution desk
  • Develop back office policies and procedures in coordination with other department back office support personnel

Access Control

  • Program access card changes, auto unlocks, curfews and all other security system requests/changes
  • Maintain key core and card inventory change records
  • Facilitate ad hoc access card replacements
  • Inventory control of spare access cards, fobs, and key cores
  • Processes bills to departments and students for changes or replacements of lock cores, fobs and cards via the UDSIS or web form systems
  • Generate reports based on other departments customized requests using advances techniques in Excel spreadsheets and database management systems
  • Audits all residential keys (>10,000) and access cards (> 7,000) semi-annually
  • Create Maximo work orders for residence hall lock core changes
  • Develop, generate, and analyze reports in ProWatch and StarRez
  • Resolve complex records issues
  • Performs other related duties as assigned

QUALIFICATIONS:

  • Minimum of a high school diploma or GED with preference for relevant associate degree or higher
  • Three years of experience in facilities maintenance or a similar industry providing support to management and field personnel or similar experience
  • Proficient skills in general business applications such as email, calendars, spreadsheets, word processing, and collaboration
  • Experience in working with specialized business applications such as ProWatch, StarRez, or other access control applications; Maximo or other CMMS applications; PeopleSoft or other ERP/business operations programs; payment processing applications such as BOA Works or Concur; or proven ability to learn and use such applications at a high level
  • High level of independent judgment
  • Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities
  • Experience in computerized and paper recordkeeping
  • Ability to order and distribute supplies, track distribution, and maintain inventory
  • Knowledge of general office management procedures
  • Ability to work in a fast- paced work environment with changing priorities
  • Effective interpersonal, written, and verbal communication skills
  • Ability to interact well with people of diverse backgrounds, ages, and all levels of management

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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