Maintenance Administrator II

University Corporation for Atmospheric Research (UCAR)

3d • Hybrid

About The Position

UCAR is seeking a Maintenance Administrator II to join our Maintenance Operations team as a strategic partner and right hand to the Maintenance Operations Manager. In this high-impact role, you'll help shape department standards, drive operational excellence, and step into leadership as the Manager's primary backup. You'll ensure seamless compliance with organizational policies and contractual obligations while taking ownership of budget development, forecasting, and cost controls. Working closely with the Manager and Trade Leads, you'll direct daily operations—from resource allocation and procurement coordination to serving as department property manager. As Maintenance Administrator II, you'll also champion team development by collaborating on training programs and performance objectives. You'll lead all department procurement activities and serve as the go-to expert for our Computerized Maintenance Management Software (CMMS), overseeing work request management, preventive maintenance scheduling, and equipment registration.

Requirements

• Bachelor's degree in a relevant academic discipline; 5 years of relevant experience; Or an equivalent combination of education and experience.
• Proficiency with MS Office, Google Workspace, and facilities management software systems including CMMS, work order management, preventive maintenance scheduling, inventory management, and incident reporting applications.
• Experience with budget development, financial analysis, cost control, and project accounting across multiple accounts.
• Strong written and verbal communication skills, including advanced knowledge of grammar, composition, and professional correspondence.
• Ability to apply organizational policies and procedures confidently and effectively across diverse operational situations.
• Proficiency with spreadsheet, database, and accounting/reporting systems in a networked environment.
• Knowledge of administrative functions including budget management, facilities planning, procurement, staffing, and grant/proposal administration.
• Demonstrated ability to handle sensitive information with confidentiality and discretion
• Working knowledge of facilities trades (carpentry, electrical, mechanical, painting, grounds maintenance) and contractor management.
• Strong organizational skills with ability to manage competing priorities and meet deadlines.

Nice To Haves

• Project Management Training certification
• 4+ years experience in Contract and Financial Management
• Experience with custodial program management.
• Knowledge of UCAR policies and procedures.
• Familiarity with government and institutional contract requirements, policies, and procedures.
• Knowledge of basic statistics and data analysis.
• Familiarity with Facilities Management Programs

Responsibilities

• Procurement & Financial Administration Serve as primary purchasing agent for the Maintenance department, including initiating and approving purchase requisitions, managing P-cards, processing invoices, and overseeing expense reports. Train administrative staff on organizational purchasing policies and procedures. Lead or support RFI, RFQ, and RFP processes and participate in project proposal evaluations. Prepare and present quarterly and annual expense analysis reports. Track and report monthly interdepartmental chargebacks. Support annual budget planning by providing procurement data and recommendations.
• Work Order & CMMS Management Manage the department's Computerized Maintenance Management System (CMMS), including receiving, categorizing, assigning, and following up on work requests. Develop and input preventive maintenance schedules for all maintenance areas. Register and maintain equipment information in the CMMS. Extract and analyze CMMS data to develop quarterly KPIs and annual operating reports and presentations. Collaborate with Facilities Management Business Applications on system maintenance and updates.
• Operational Planning & Coordination Direct daily operational and administrative activities, including resource allocation and procurement coordination. Manage department property management program and accountability systems. Collaborate with the Manager to develop, review, and amend annual and long-range operating plans. Review and update department policies, procedures, standard operating plans, and emergency operating plans.
• Personnel & Team Development Implement HR policies appropriately at the departmental level and provide guidance to maintenance employees. Forecast staffing requirements and coordinate training and development activities. Serve as point person for hiring activities, ensuring alignment with departmental and HR requirements. Participate in employee performance evaluations, goal setting, and professional development planning. Identify and address personnel issues in collaboration with management. Supervise administrative assistant personnel, temporary labor, and student assistants as needed.
• Leadership & Program Management Act as department lead and assume administrative responsibility when the Maintenance Operations Manager is unavailable. Contribute to strategic and tactical decisions impacting departmental programs and objectives. Develop and maintain Maintenance Operations standard operating procedures. Lead or support implementation of programmatic changes. Monitor and provide feedback on program performance and overall department health.

Benefits

• UCAR affirms its commitment to employees through competitive benefits. In addition to medical, dental, vision, retirement, and life insurance, UCAR offers a variety of programs focused on work-life balance and professional, and personal development.
• These include: Tuition Assistance, time off allowance to attend classes, and other professional development opportunities.
• UCAR contributes 10% of your eligible pay into your retirement account; 100% fully vested on day one.
• Starting minimum accrual of 20 days of personal time off each year (prorated for less than full-time positions).
• 10 paid holidays.
• 12 weeks of paid parental leave.
• Short-term medical leave paid at 100% of your regular salary.
• EcoPass for local Colorado residents to use the Denver and Boulder-area transit system at no cost.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees