Operations Technical and Admin Assistant - Facilities Management Services (FMS)

Carnegie Mellon University•Pittsburgh, PA

4d•Onsite

About The Position

The Operations Technical Specialist serves as the primary administrator and analyst for crew scheduling, attendance, and overtime distribution under a strict Collective Bargaining Agreement (CBA). This role is highly critical, ensuring compliance with complex union rules regarding voluntary overtime rotation and mandatory overtime assignment to prevent grievances and maintain optimal staffing levels. Serving as a key technical resource, manages and audits master schedules across multiple platforms—including Excel, Clockview, and Maximo—while providing critical data analysis, labor metrics, and dashboard insights for leadership. Additionally, this position acts as a lead support resource for staff onboarding, and hardware/software troubleshooting, requiring an adaptable, detail-oriented professional who excels at multitasking in a fast-paced environment.

Requirements

High School Diploma or GED required
Two to four years of experience in workforce scheduling, operations administration, data analytics or human resources.
Proven mastery of Microsoft Excel and Google Sheets and strong digital literacy.
Ability to travel across campus for meetings and project related work.
Successful Background Check
Child Protective Clearance - Act 153
Valid PA driver's license
Applicants for this position must be currently legally authorized to work for CMU in the United States.

Nice To Haves

Prior experience adapting to multiple specialized software programs with minimal guidance is preferred.
Experience working with a unionized workforce operating under a Collective Bargaining Agreement (CBA) is highly preferred.

Responsibilities

Management of overtime, rotation of overtime and verification of coverage for trades.
Understand union overtime rules for managing overtime rotation in accordance with Collective Bargaining Agreement (CBA).
Distribute voluntary overtime shifts in strict accordance with CBA guidelines and rotational rules.
Execute mandatory overtime procedures when voluntary coverage is insufficient.
Maintain logs of all overtime offers, acceptances, refusals, and forces to prevent grievances and arbitration.
Monitor and maintain minimum staffing levels for off-shifts (weekends, weeknights and holidays) quickly resolving sudden vacancies or call-outs.
Populate off shift coverage sheet and coordinate closely with the Service Response Center team regarding last minute call offs and changes in staffing.
Build, maintain, and update user-friendly dashboards and tracking tools that provide visibility to crew members and insights to management.
Analyze attendance and scheduling patterns to identify trends, bottlenecks, or chronic staffing shortages.
Compile weekly, monthly, and ad-hoc metrics regarding labor utilization, compliance tracking, and operational efficiency.
Manage overtime electronic system and utilize information to establish reporting, tracking and dashboards.
Work with IT to further develop the system, including additional basic functionality and reporting.
Liaison with Supervisors and Crew to ensure training and awareness of overtime reporting and tracking.
Maintain an accurate, reliable master schedule for all crew members following trade bids, new hires, apprenticeship rotations and shift changes.
Manage the schedule across two platforms: maintaining an accessible Excel spreadsheet for quick reference and ensuring all data is mirrored in Clockview.
Provide initial troubleshooting, password resets, and supervisor training for the Clockview time and attendance system in alignment with union contract rules.
Support supervisors with Clockview issues to ensure completion of bi-weekly payroll validation.
Manage legacy cell phone program as we retire and pivot to communication allowance for personal cell phone usage.
Support Operations staff with technology and devices (iPads, smartphones, etc.) and software (Clockview, Gmail, Duo, etc.).
Perform analysis of timekeeping system and Maximo work order data, follow up with supervisors to ensure accurate information.
Add new and update existing employee records in the work order, inventory, preventive maintenance, purchasing, labor tracking and asset management system (Maximo) and time and attendance system (Clockview).
Assist in the training of staff and new employees.
Provide information and guidance to others concerning departmental policies and procedures.
Assist trade supervisors with new employee onboarding process and orientation to department policies and procedures.
Facilitate the operational onboarding of new hires, ensuring they are properly set up in scheduling databases, educated on overtime roster rules, and integrated into attendance systems.
Compile reports, documents or metrics data from various reporting systems for analysis.
Use various software packages to produce these reports.
Run regularly scheduled computerized reports using existing programs or write simple retrieval reports.
Utilize multiple software platforms, including Microsoft Office Suite and Google Workspace, and navigate evolving specialized software systems with minimal guidance.
Act as back-up to Facilities Service Response department when needed which includes answering phones, work order dispatching and creating/assigning work orders.
Maintain calendar and rotations for Duty Supervisor Coverage.
Other related duties as assigned.