Administrative Assistant

University of Kansas•Lawrence, KS

16d•Onsite

About The Position

The Work Management Coordinator/CMMS Specialist plays a critical role in ensuring efficient service delivery by managing work requests within the Computerized Maintenance Management System (CMMS), Maximo. This position serves as a primary point of contact for facility service requests from the KU community and helps coordinate maintenance activities across campus. This position requires the operation of work issued vehicles and tools. Operations Business Office within KU Operations provides general oversight for most departments within Operations, including financial oversight, capital project audits and organizational efficiency. KU Operations supports KU’s mission of learning, scholarship, and creative endeavor by providing the visible and behind-the-scenes services that make possible the university’s academic and research missions.

Requirements

Valid driver’s license at the time of hire and through duration of employment.
High school diploma or GED equivalent and one (1) year of experience in general office, clerical, administrative support, customer service, or related work experience; OR one (1) year of post-secondary education.
One (1) year of experience using computer systems, databases, or business software applications as demonstrated through application materials.
Strong organizational and multitasking skills as evidenced by application materials.
Excellent written and verbal communication abilities as evidenced by application materials and references.
Exceptional customer service and interpersonal skills as evidenced by application materials and references.
Strong attention to detail and commitment to data accuracy as evidenced by application materials.

Nice To Haves

Experience working with maintenance management, work order, or enterprise systems.
Experience that required the ability to work independently while collaborating effectively with others.
Experience working in a college or university setting.

Responsibilities

Receive and process work and service requests submitted through various communication channels, including phone, email, and electronic systems.
Evaluate, prioritize, and initiate work and service requests within Maximo, ensuring accurate and detailed documentation.
Gather necessary information from requestors when work and service requests are incomplete.
Assign work and service requests to appropriate personnel and ensure all required documentation is attached and available to responsible service teams.
Monitor and update work and service request statuses and communicate progress to campus stakeholders.
Recognize emergency situations, initiate appropriate response procedures, and coordinate communications with affected individuals and departments.
Collaborate with KU Operations staff to coordinate notifications related to building and maintenance emergencies, utility outages, equipment failures, and building system disruptions.
Serve as a resource to departments by explaining maintenance-related versus billable work and service requests, clarifying potential charges, and facilitating the appropriate request process.
Provide system data, reports, and operational information to Operations management and staff as requested.
Support users in navigating CMMS workflows, processes, and system functionality throughout all stages of the work and service request lifecycle.
Monitor, audit, and maintain CMMS data to ensure accurate work and service order classifications, priorities, asset assignments, locations, bill types, cost centers, and financial coding.
Review and correct system errors, duplicate requests, and inconsistent data.
Collaborate with the Operations Financial team to verify cost centers, funding information, and billing details for service requests.
Work closely with the Work Management Supervisor and other team members to identify and implement system improvements.
Coordinate with University stakeholders regarding equipment status, testing requirements, and operational updates.
Verify funding sources and process labor charge adjustments as requested by Accounting, managers, and supervisors.
Serve as a receptionist and central communications resource for the department.
Direct incoming calls, screen inquiries, and route communications appropriately.
Maintain a professional and customer-focused approach when assisting faculty, staff, students, and external partners.
Serve as part of the after hours phone rotation, responding to outage notification outside of normal business hours according to established schedules and protocols.
Assist with onboarding and training of new Work Management employees.
Support ongoing training for managers, supervisors, and operational staff related to CMMS usage, communication protocols, and work management procedures.
Provide backup support for the Work Management Supervisor and team during absences.
Contribute to process improvement initiatives that enhance efficiency, service quality, and communication throughout Campus Operations.
Assist with vendor scheduling for housing maintenance.
Perform other duties as assigned to support departmental and organizational objectives.