(Hybrid) Program Assistant II - Facilities Management

Description

West Virginia University's Facilities Management Department is currently seeking applications for a Program Assistant II.

About the Opportunity:

The position can be hybrid, or remote, and will reside in the WVU Facilities Management Work Control Department serving the Morgantown, HSC, Beckley and PSC campuses. The position will perform analysis and assessment of work requests from faculty, staff and students including requests for repairs, alterations, maintenance, projects, events, set-ups, estimates, labor crews, special events etc. This position must determine if work can be performed by a Facilities Management central shop trade or a general zone shop and create a formal work order with designated tasks to distribute to the correct campus, department, for resolution.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year, or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits (this position is a benefits-eligible non-classified staff position)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What you'll do:

• Multi Campus Work Order Management: Work with a team to manage requests from four campuses initiated by students, faculty, staff, building supervisors, deans and directors. Maintain maintenance management work order and project management systems using facilities management maintenance management software "Unifier" to initiate, schedule, manage, and document these tasks. The position is required to have expert knowledge of both systems, and knowledge of four different campus processes. The four campuses may vary in process workflows and the position must understand the differences between the flows for work order assignment. The shops, trades, and departments within each campus have different responsibilities that are inconsistent across campuses and must be mastered for correct work order assignment.
• Must review and maintain Unifier labor and material cost data for work orders. Data accuracy is critical as the results are used for customer invoice generation, management decision making, annual budget allocation support, adherence to metrics and key performance indicators.
• Ensure work orders that require multiple trades are correctly segregated by work order task and distributed to correct shops or zone. Must coordinate work between multiple shops assigned to a work order for correct resolution and schedule of work.
• Must analyze requests to determine if the service is within the scope and mission of the Facilities Management existing budget or if the services are billable to a department that fall outside those parameters.
• Must closely review account codes after entry to ensure work orders are being charged to the correct Facilities Management account or billed to the correct departmental account or project. Coordinate with technician managers to ensure all work order tasks are complete prior to initiating work order close out and billing if applicable.
• Will work closely with, and periodically advise, University Police dispatchers to ensure emergency calls are routed correctly and to make sure customers are educated regarding the appropriate University policy on requesting emergency calls.
• Process key requests by securing funding from requesting department and processing it to key shop once funding is received. Maintain an accurate system of key requests and a log of personnel picking up key.
• Customer Service: Function as a contact for interaction with customers on service questions, comments, and complaints. May have to contact customers to clarify requests before routing and coordinate issues or concerns with management if needed.
• Ensure that auto generated maintenance planning work orders are processed when scheduled. Review preventative maintenance work orders to ensure accounting information is correct and tasks are appropriately assigned. Initiate corrective actions and correct future work orders scheduled as needed.

Qualifications

Education

• Associate's degree
• Job requires broad trade, technical or business knowledge received from a formal registered apprentice, or vocational training program, or through related experience.

Experience

• A minimum of one (1) year of experience in the following:
  • Experience related to facilities work control including work order management.
  • Experience within facilities management including building trades and the work they would typically be assigned, account structures, and zone general trades compared to specific trades management concepts.
  • Experience in the operations and use of a work order management system as well as conceptual knowledge of Integrated Work Management Software (IWMS) such as Oracle Unifier.
  • Experience with online purchasing tools such as Mountaineer Marketplace.

Any equivalent combination of related education and/or experience will be considered.

All qualifications must be met by the time of employment.

• Valid Driver's License required