Work Control Program Assistant

University of Oregon
Campus Planning & Facilities Management

Job no: 528134
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Office Support

Department: Campus Planning & Facilities Management
Classification: Administrative Program Assistant
Appointment Type and Duration: Regular, Ongoing
Salary: $15.81 - $23.49 per hour
FTE: 1.0

Review of Applications Begins
Posting closes October 17th, 2021

Special Instructions to Applicants
To be considered for this position, applicants must submit a complete application, including an online application, a cover letter, resume, and answers to the following supplemental questions:

1) This position is the point of contact for our external and internal customers. Would you please describe your customer service philosophy?

2) The Work Control Program Assistant is responsible for gathering, analyzing, and submitting data into a CMMS system. Would you please describe your experience with a CMMS system?

3) The Work Control Program Assistant is expected to coordinate and communicate critical communications. Would you please describe your experience supporting critical maintenance and coordinating and communicating emergency events?

Department Summary
Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises five units, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. The units of CPFM strive to provide excellent customer service to the University of Oregon campus and operate with the highest professional standards, communicating and collaborating with customers to support the stewardship of the campus.

Facilities Services (FS) is responsible for the management of human, financial and material resources, the development and implementation of programs, policies and procedures related to the operation, maintenance, repair and minor renovation of university buildings, grounds and infrastructure systems. These services provide the University of Oregon community with a safe, efficient, reliable, functional and aesthetically pleasing learning environment in support of the University’s mission and vision.

Work Control Center serves as the customer service control point for the University Enterprise Asset Management System in relation to work order creation, as well as ensuring consistency and accuracy of customer requests.

Position Summary
Work Control is the first point of contact for our external and internal customers. The individual in this position serves as the customer service representative for Campus Planning and Facilities Management and works within the Facilities Services Unit. The person in this position must be resourceful in finding answers to complex and technically oriented inquiries and complaints. Independent decision-making includes, but is not limited to, prioritization of work activities, which may impact efficiency and effectiveness of CPFM. Judgment is required to analyze situations for decisions and determine the most appropriate course of action and timeliness of responses. This position will work with all employees within CPFM, and peer departments such as UOPD, Safety & Risk Services, Parking, FASS, the Campus Community, and City and County offices.

The Work Control Program Assistant is responsible for gathering, analyzing, preparing and submitting data to our computerized maintenance work request system, as critically necessary for various departments to perform work on campus facilities, grounds, and equipment. The Work Control Program Assistant must be detailed-oriented, and possess the ability to analyze and solve problems and make sound judgment calls in often high-stress situations. This position requires a comprehensive knowledge of the university enterprise asset management system and operational areas under CPFM as well as our campus partners. This position must be able to interpret laws, rules, policies, and procedures for the unit and work closely with management.

This position communicates on a regular basis in person, by phone, via radio, by call log and in writing via email and outages with internal and external university customers. This position may also communicate with other institutions, private organizations, or the general public and be able to respond to questions and complaints.

Position works as a member of a team while frequently performing tasks independently. Undertakes assigned projects from set-up to completion with minimal guidance from the Assistant Director of Work Management. Takes in information and determines if work is corrective, event support, new construction, predictive, preventative, program, renovation or routine maintenance activities. Position ensures compliance with critical process, laws, regulations, standards, and procedures, and is responsible for developing detailed key performance indicators.

Work is reviewed regularly by the Assistant Director of Work Management to ensure it is performed efficiently, safely, and meets both expectations and applicable requirements. A performance appraisal is conducted annually.

Office Hours Monday – Friday 7am – 5pm must be able to rotate for coverage

This unit may provide essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times.

Minimum Requirements
• Three years of office experience which included two years at full performance level and experience generating documents; and
• Lead work responsibility or coordination of office procedures.

Professional Competencies
• Perform duties in a way that advances and supports the mission of the department and university.
• Work effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
• Take initiative, looking for what needs to be done and doing it.
• Pay close attention to detail.
• Maintain a safe and safety-conscious workplace.
• Maintain a respectful workplace and model a positive and proactive attitude.
• Model the highest ethical standards.
• Provide superior customer service.

Preferred Qualifications
• Three or more years of administrative work in support of a Preventive Maintenance Program for a Facilities Services organization in higher education.
• Three or more years using an Enterprise Asset Management System (EAMS) in support of a Preventive Maintenance Program.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.