Facilities Operations Assistant

University of Baltimore • Baltimore, MD

3d • Onsite

About The Position

This position will coordinate operation needs to establish workflow of department employees and vendors to keep the physical plant and campus up to operational standards. The incumbent will work with technology tools such as TeamDynamix (TDX), Workday and MS suite to coordinate priorities of workflow each day, assist in vendor needs with a dotted line relationship to the Office of Shared Services to procure facilities and housekeeping supplies, materials and services, and to develop the tracking replacement schedules in collaboration with the Facilities Management leadership team. If a conditional offer is accepted, applicants must pass a thorough background check, including fingerprinting.

Requirements

• Education: High School Diploma or GED
• Experience: Four years of related experience.
• Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
• General knowledge of methods, practices, production procedures, and equipment used in maintenance and operations.
• Working knowledge of work control procedures; of supply and purchasing procedures.
• Skill in scheduling and determining resource requirements in trades occupations.
• Ability to communicate effectively both orally and in writing; to operate automated work control and recordkeeping systems.
• As this position requires customer interaction, staff engagement and work coordination with stakeholders, employees are required to be physically present during scheduled work hours (8:00 am – 4:30 pm). Remote work is not approved for this position.
• Must have ability to respond to off-hour emergencies and call-in requirements.
• Must work when special administrative leave is granted (such as university closures) and extended hours as required.
• This position is an “essential personnel” position.

Nice To Haves

• Education: Trade school graduate or administrative certificate preferred.
• Experience: Preference for previous work in higher education. Background in using a work ticketing system such as TDX and experience with ERP procurement systems.

Responsibilities

• Customer Service Responds to inquiries and support requests from the user departments and internal customers. Schedules and coordinates operational activities with the user departments and internal customers.
• Work Request Support Coordinates the computerized maintenance management (CMMS) system, the Team Dynamix software program, for work request assignments (WO) and preventative maintenance (PM) management. Ensures timely completion of PM’s and WO’s, runs key performance indicator (KPI) reports, evaluates and adjusts existing PMs, and develops new PMs with department expert staff to assure a robust and accurate PM program. Identifies and tracks deferred maintenance, plans for equipment renewal, performs life-cycle evaluation with responsible staff, and asset management. Follow-up with staff in regard to operational equipment and work sites to verify safe and efficient operation of equipment.
• Communication Schedules, coordinates and communicates utility outages, building system shutdowns, and other operational interruptions affecting internal customers and surrounding community.
• Inventory and Equipment Assistance Ensures adequate supplies, materials and equipment are maintained for the area; initiates and/or prepares documentation related to purchasing. Collaborates with vendors in support of the university’s facilities operations. Recommends special work or necessary equipment replacement/upgrades based on life-cycle and field conditions.
• Recordkeeping and Documentation Support Gather and provide supporting documentation for operational requirements – procurement (RFP, RFQ, PO, and P-Card), CMMS (TeamDynamix), reports (Excel, Word), and professional correspondence (email, written and oral communication). Provide support to digital scanning needs of campus under retention guidelines and coordinate disposal of confidential documents.
• Other Duties Performs other work and assignments as deemed necessary to support departmental operations such as campus signage, escorting of contract personnel, and other duties as assigned.

Benefits

• We offer a competitive benefits package, including health, life, prescription, and dental plans, tuition remission benefits, paid leave (14 days of annual, 15 days of sick, 3 days personal, and 14-15 holidays), and a pension plan with employer contributions.
• The role is eligible for overtime.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED