The Work Management Center Specialist I performs daily functions of the Physical Plant Work Management Center (WMC). Provides administrative support for Coordinators, Associate Directors, and AVP and follows-up on customer requests for maintenance issues, key and card programming requests, campus events, moving services, quality control inspections, waste and recycling management, pest control, restrooms and common areas, floor mats, custodial services and pressure washing. Processes WMC estimates, chargebacks and journal entries for completed event and building services work orders.
FGCU is a member of the State University System of Florida and an Affirmative Action and Equal Employment Opportunity and Access Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability, sex, pregnancy, national origin, marital status, genetic predisposition, sexual orientation, gender identity/gender expression, veteran status, and any other protected class(es), as required by applicable state and federal law, as well as University regulations and policies.
Job Description Typical duties include but are not limited to:
- Enters work orders submitted to the Physical Plant Work Management Center. Distributes work orders to shop supervisors via computerized work management software. Monitors and updates status changes. Updates completed work requests with labor hours and materials used.
- Receives department vehicle logs and reconciles with fuel usage reports.
- Maintains the organization of a centralized file system for paper and computer-based files.
- Maintains Outlook calendar of scheduled special event requests, reserved parking requests, and department vehicle reservations.
- Prepares purchase requisitions for equipment, contracts, supplies, and services.
- Assists with departmental inventory procedures, processes equipment transfers, and dispositions.
- Works closely with Coordinator to ensure service and departmental moves are organized and performed correctly by contractor.
- Processes incoming customer requests regarding university building access ID card requests, key requests and key transfers.
- Communicates with campus constituents regarding the specific needs, estimates and approvals for chargebacks. Performs journal transfers upon completion of final approvals for completed chargebacks. Follows Work Management Center protocol for service and chargeback requests by providing assistance in managing WMC related estimates and chargebacks, by verifying and auditing Work Day transaction details, generating forms, customer service follow up, and database manipulation.
- Ensures periodic quality control inspections are completed, service needs are reported, and records are updated in WMC.
- Performs routine quality control inspections of campus facilities. Ensures compliance with contract specifications and department policies and procedures.
- Updates website information and provides training regarding Work Management Center responsibilities, such as, custodial schedules, FAQs, and policy and procedures for the areas of Maintenance, Custodial, Waste & Recycling, Pest Control, and Moving work requests.
- Trains end-users & student workers to assist with customer service, work order dispatch, building inspections, and office procedures.
- Serves as essential personnel and provides assistance in the event of an emergency on campus.
Other Duties:
- Provides administrative support for the Office Manager, Director, and Assistant Directors.
- Serves as liaison with other offices by providing end-user training, in regards to department resources, Building Services & Building Access responsibilities, policies, and procedures.
- Other job-related duties as assigned.
Additional Job Description Required Qualifications:
- This position requires a high school diploma and four years of full-time experience directly related to the job functions.
- Full-time experience in a fast-paced customer service environment.
- Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Outlook), database manipulation, updating web pages, and using electronic file systems.
- Any appropriate combination of relevant education, experience, and/or certifications may be considered.
Preferred Qualifications:
- Experience in a building maintenance environment within a higher education setting.
- Experience with providing customer service dealing with repair, construction, moving, preventative maintenance, grounds, key requests/transfers, card access programming, custodial, and other facility services.
- Experience with AiM database software, S2 door access control system software, and Keystone database software.
Knowledge, Skills, and Abilities:
- Knowledge of general office procedures.
- Knowledge of or ability to learn computerized work management systems, AiM database, S2 door access control system, and Keystone database software.
- Skill in giving full attention to what others are saying, taking time to understand the points being made, and asking appropriate questions.
- Excellent interpersonal, verbal and written communication skills.
- Strong organizational skills and an ability to prioritize and complete simultaneous projects within deadlines.
- Ability to thrive in an organization that values the diversity of its student body and workforce and actively promotes an equitable environment.
- Ability to interact in a professional manner with a diverse group of staff, faculty, students, and contractors in a service oriented manner.
- Ability to adapt quickly to changing situations and environments.
- Ability to process and handle confidential information with discretion.
Pay Grade: 14
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Florida Gulf Coast University
Dec 18, 2024