Full Job Description
Facilities Services Administrative Professional - 18904
The Facilities Services Administrative Professional position provides administrative support in multiple areas which include PD&C, Sustainability and the multiple teams and supervisors within the Facilities Services department. This position provides WebTMA support by approving, processing, and closing work requests from campus customers and interdepartmental staff and by in-putting operational data and running operational reports for the Facilities Services department. This role includes a high-level of customer service by responding to customers, via email, phone, face to face, and other technology communication methods such as Microsoft Teams, Zoom, or Web-ex and provides WebTMA training for customer and department use. This position also provides backup for the department human resource process completing various tasks and duties related to assisting with payroll and position descriptions as determined. This position provides financial assistance completing utilities payment and data tracking management, the creation of purchase orders, maintaining vendor files, creating/paying invoices, and maintaining/updating budget reports.
Administrative and Leadership Support (30%)
Individual contributor ensuring that the objectives of the department are met in line with the University’s Mission, Vision and Values
Compiles, types and/or codes reports, memos, forms, and
Provides superior customer service in the Work Control Center in person, over the phone, through written correspondence and other technology communication methods such as Microsoft Teams, Zoom, Web-ex etc.
Establishes and maintains effective and cooperative working relationships with all levels of personnel, the campus community, vendors, other agencies and organizations.
Establishes and maintains office systems and supplies that support records and files maintenance according to established, policies and practices that meet sustainability goals and outcomes.
Participates and coordinates in the day-to-day Work Control Center customer service activities. This includes answering phones, responding to emails, greeting and directing visitors, scheduling conference rooms, filing, faxing, word processing, and department mail distribution.
Utilize Outlook to help maintain accurate calendars, scheduling conference rooms for staff when requested. Schedules appointments, reservations, conference rooms, meetings; makes event arrangements for special meetings (i.e. catering if needed).
Works with the Procurement Service Center purchasing agents and other staff pertaining to office, equipment and software purchase orders, maintenance contracts and billing issues for facilities services.
Serves as a resource for Facilities Services personnel regarding computers, phones, and software programs such as Excel, Word, and Outlook.
Assign lockers for Facilities employees and maintain tracking log.
Keeping various rosters up to date (phone lists and Facilities Services Staff directory photos).
Maintaining department bulletin boards with pertinent and required information.
Maintain Vendor and Customer key logs and keep box/drawer organized and current.
Organizes office paperwork by physical and electronic filling.
Ensure customer documents and materials are always available at front desk.
Setup conference room technology (laptop/projectors), ensuring laptops are up to date with current software updates and verifying technology is in good, operational working order.
Participate with review and revisions of department website and provide content data as needed.
Ensure conference rooms are cleaned and maintained, submitting work request when necessary.
Guides, directs and schedules the administrative student employee(s) in support of administrative services at the Work Control Center.
Responsible for special projects assigned by various department leadership personnel.
WebTMA Work Order System Support (25%)
View, Approve/Reject, and convert customer work requests to work orders in TMA, contacting customer if more information is needed.
Assign Work Requests to appropriate trades in TMA, contact supervisor/manager/director if needed for clarification/emergency request.
Complete “Finished” Work orders in TMA by entering close date and reviewing all entered data for accuracy, appropriately file per requirements.
Ensure all chargeable work orders contain appropriate cost information and account codes for charging.
Educate customers verbally, via phone, or via email on how to enter work requests to TMA.
Support student Work Control Center staff with questions/concerns regarding WebTMA.
Participate in training and coaching of internal staff (including Work Control Center Student employees) on WebTMA.
Finance/Accounts Payable Processing/Order Entry (30%)
Utilities payment processing and tracking (including main point of contact for any changes or customer service related issues with vendors). i.e.… Colorado Springs Utilities, Waste Management.
Manage the cell phone accounts for the department including ordering phones, accessories, billing, and reporting.
Authorizes renewals and payment of Standing Purchase Orders (SPOs) and prepares SPO reports, including initiating new Purchase Orders (POs) and Standing Purchase Orders (SPOs) for department maintenance and cleaning services.
Process SPO/PO invoices as needed ensuring there are enough funds to cover the invoice and that the SPO has not expired.
Originates journal entries as needed to move expenses and/or to collect monies for chargeable work requests
Position works with staff and/or vendor to resolve any financial discrepancies or problems.
Process Cash Receipts ensuring deposit is credited to correct Speedtype.
Order/Data entry into CU Marketplace for units as requested.
Update/Create Excel files with formulas.
Travel/Personnel Reimbursement reports.
Human Resources & Payroll Support/Back-up to Work Management Administrator (10%)
Serves as the backup for various administrative human resource functions including processing department payroll utilizing the PeopleSoft HR system, for monthly payrolls, including computations based on classified/university staff employees for pay adjustments such as shift differentials, overtime, call backs, compensatory time, late pay, and snow admin.
Assist with the review and analyze position descriptions for accuracy and completeness, rewrite as needed.
Assist with the developing and writing of Standards and Practices documents for departmental use.
Maintain department employee onboarding program, ensuring documentation is up to date and relevant.
Other Duties as Assigned or Requested (5%)
Partner in organizing department potlucks, contests, and celebrations.
Xerox machine upkeep (order supplies, make sure employees have access and are setup with the printer and are trained on use, regular maintenance, and troubleshooting, contact customer service when needed).
Provides other Operational Support such as handling elevator problems, calls regarding bugs or rodents, calls regarding leaks, snow and ice mitigation and calls for emergency operational services.
Respond to safety emergencies following department practices and procedures.
Assist with computer management system.
University computer programs: WebTMA, HCM, CU Finance system, CU Marketplace, Concur travel and expense system, procurement, card policies, MS Office (Excel, Word, PowerPoint, Outlook), Windows 10, CU reporting systems.
High-level understanding of facilities/maintenance services department functional areas, ability to work within the organization with skilled and unskilled personnel and administration.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Demonstrated commitment and leadership ability to advance diversity and inclusion.
Independent thinking skills and decision-making abilities in order to obtain a successful outcome.
Ability to understand and implement University rules and policies.
Ability to work collaboratively within a team environment.
High-level of understanding and knowledge working with various technology equipment.
This position has been determined to be eligible for overtime (non-exempt) under the Fair Labor Standards Act (FLSA).
Salary Range: Generally starting between $39,789.00 to $49,737.00
The University of Colorado Colorado Springs offers a full benefits package. Information on university benefits programs, including eligibility, is located at http://www.cu.edu/employee-services.
The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check.
UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado will consider all qualified applicants without regard to race, color, creed, religion, sex, national origin, age, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs, or any other characteristic protected by law.
The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.
2 years of administrative experience related to the work assignment.
An Associates or Bachelor’s degree from an accredited institution in Business or Accounting or related field.
2 or more years of experience with MS Office software (Excel, Word, PowerPoint, Outlook).
1 or more years of experience with CMMS (work order management software), HCM PeopleSoft 9.1, COGNOS, Marketplace, Concur, and other CU systems software platforms.
4 or more years of administrative experience related to the work assignment.
Special Instructions to Applicants: • Applications submitted by August 14, 2020 will receive full consideration. • Applications submitted through email or surface mail will not be considered. Please apply at www.cu.edu/cu-careers. • Upon request, please be prepared to provide five professional references (at least two previous/current supervisors), including their email contact information.
Application Materials Required: Cover Letter, Resume/CV
Application Materials Instructions: If you have technical difficulties with your application, please contact the CU Careers help desk at 303-860-4200 #5 or firstname.lastname@example.org. Job related inquiries should be directed to the posting contact.
Job Category: Business Services
Primary Location: Colorado Springs
Department: C0001 - Colorado Springs Campus - 40095 - VCAF-FAC-ADMIN OP
Posting Date: Jul 31, 2020
Unposting Date: Ongoing
Posting Contact Name: Kimberly Reeves
Posting Contact Email: email@example.com
Position Number: 00755274