PAY GRADE: 28N

CONTEXT OF THE JOB:

Under limited direction of the General Manager, Lewes Campus, this position ensures the security and reliability of the University’s assets as well as supports the Maintenance & Operations group’s ability to be safe and productive. The incumbent assists with the management of electronic and physical key access to buildings and is the primary facilitator for frontline business support of the M&O shop managers and trades employees.  

This position is a proxy for M&O management in frontline business activities and regularly interacts and collaborates with a wide range of stakeholders within and outside of the University such as FREAS, Finance, Procurement, Residence Life, Central IT, UDPD, suppliers, and contractors.

MAJOR RESPONSIBILITIES:

Access Control

• Coordinates with peer subject matter experts from UDPD, Residence Life, IT, M&O electronics shop, and M&O lock shop to ensure security of the residence halls, academic, and administrative locations
• Manages frontline program elements including, but not limited to: all facets of ProWatch system access group management; residential security audits of access cards, fobs, and physical keys; key core and card inventory records; ad hoc access card replacements; and inventory control of spare access cards, fobs, and key cores
• Manages recordkeeping and billing such as, but not limited to: processing charges for lock cores, fobs and cards; generating and analyzing reports in ProWatch, StarRez, and Excel; creating Maximo work orders for complementary follow-up work; and resolving complex records issues.

 M&O Shop Support

• Coordinates with shop managers, suppliers, internal departments, procurement, and finance to expedite M&O purchases of contracted services
• Facilitates supplier relations among shop managers, internal departments, procurement, and finance using the appropriate communication tools and protocol
• Develops and applies subject matter expertise to create accurate, complete, and compliant purchase requests (PR), change requests (CR), and purchase orders (PO); make/process payments and reimbursements for services and materials; and quickly resolve or escalate PR, CR, PO, and payment issues to unit management, finance, and/or procurement
• Manages critical, semi-critical, and routine recordkeeping for the M&O group and coordinates with UDPD, HR, and EHS as needed for cross-unit recordkeeping
• Creates and maintains knowledgebase of work instructions and reference materials using contemporary electronic tools such as MS Teams and SharePoint as well as traditional hard copy document control
• Facilitates onboarding, outfitting, and offboarding for the M&O group
• Oversee and ensure the completion of routine frontline shop business support functions such as, but not limited to: handling emergent contracted service needs such as generator refueling; providing ad additional communications link between the University community and M&O; distributing M&O physical mail among several buildings; posting job openings; and providing/processing forms
• Provides day-to-day support to M&O trades staff such as handling or escalating routine inquiries involving purchases, work orders, or policies
• Manage the ordering, distribution, and recordkeeping of the uniform, safety shoe, and prescription safety glasses programs
• Utilizes a high level of computer skills to work effectively with diverse and complex systems
• Performs other job-related duties as assigned

Daiber housing

• Manage 30 unit Daiber Housing Complex; make housing assignments and maintain housing files; collect monthly rental payments; deposit monies; prepare cash transmittal.
• Furnish various intern and undergraduate houses and one guest house for Visiting Scholars & Professors.
• Meet all new Daiber housing residents on move in day; execute lease agreements, review policies and procedures
• Be the main point of contact for all residents at Daiber housing.
• Process JV’s for labor expenses monthly and housing charges, as appropriate;
• Performs other related duties as assigned

QUALIFICATIONS:

• High school diploma and four years of related experience, or equivalent combination of education and experience.
• 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.
• Familiar 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 Works; 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.