Location: Eugene, OR
Categories: Construction/Planning, Facilities/Grounds/Skilled Trades

Department: Campus Planning & Facilities Maintenance - Facilities Services
Classification: Administrative Program Assist
Appointment Type and Duration: Regular, Ongoing
Salary: $18.57-$27.69 per hour
FTE: 1.0

2 positions available

Review of Applications Begins

May 20, 2024; position open until filled

Special Instructions to Applicants

To be considered for this position, applicants must submit a complete application. Complete applications must consist of a current resume and an online application.

All applications must be submitted here, https://careers.uoregon.edu/en-us/job/533722/work-control-program-assistant

We are interested in finding the best candidate for the position. We encourage you to apply, even if you don’t think you meet every one of our preferred qualifications - use your application to let us know what is meaningful to you about the role and what transferable skills or other qualities you would bring.

Department Summary

Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises five units, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. We plan, build, maintain, and operate the infrastructure that supports the University of Oregon's mission of exceptional teaching, discovery, and public service. As stewards of a physical legacy, we enable the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.

Facilities Services (FS) is responsible for the management of human, financial and material resources, the development and implementation of programs, policies and procedures related to the operation, maintenance, repair and minor renovation of university buildings, grounds and infrastructure systems. These services provide the University of Oregon community with a safe, efficient, reliable, functional and aesthetically pleasing learning environment in support of the University’s mission and vision.

Work Control Center serves as the customer service control point for the University Enterprise Asset Management System in relation to work order creation, as well as ensuring consistency and accuracy of customer requests.

Position Summary

Work Control is the first point of contact for our external and internal customers. The individual in this position serves as the customer service representative for Campus Planning and Facilities Management and works within the Facilities Services Unit. The person in this position must be resourceful in finding answers to complex and technically oriented inquiries and complaints. Independent decision-making includes, but is not limited to, prioritization of work activities, which may impact efficiency and effectiveness of CPFM. Judgment is required to analyze situations for decisions and determine the most appropriate course of action and timeliness of responses. This position will work with all employees within CPFM, and peer departments such as UOPD, Safety & Risk Services, Parking, FASS, the Campus Community, and City and County offices.

The Work Control Program Assistant is responsible for gathering, analyzing, preparing and submitting data to our computerized maintenance work request system, as critically necessary for various departments to perform work on campus facilities, grounds, and equipment. The Work Control Program Assistant must be detailed-oriented, and possess the ability to analyze and solve problems and make sound judgment calls in often high-stress situations. This position requires a comprehensive knowledge of the university enterprise asset management system and operational areas under CPFM as well as our campus partners. This position must be able to interpret laws, rules, policies, and procedures for the unit and work closely with management.

INTERACTIONS/CONTACTS:
This position communicates on a regular basis in person, by phone, via radio, by call log and in writing via email and outages with internal and external university customers. This position may also communicate with other institutions, private organizations, or the general public and be able to respond to questions and complaints.

DECISION MAKING/LEVEL OF INDEPENDENCE:
Position works as a member of a team while frequently performing tasks independently. Undertakes assigned projects from set-up to completion with minimal guidance from the Work Control Manager. Takes in information and determines if work is corrective, event support, new construction, predictive, preventative, program, renovation or routine maintenance activities. Position ensures compliance with critical process, laws, regulations, standards, and procedures, and is responsible for developing detailed key performance indicators.

SUPERVISED BY:
Work is reviewed regularly by the Work Control Manager to ensure it is performed efficiently, safely, and meets both expectations and applicable requirements. A performance appraisal is conducted annually.

WORK SCHEDULE:
Office Hours Monday – Friday 7am – 5pm must be able to rotate for coverage

ESSENTIAL PERSONNEL:
This unit may provide essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times.

Minimum Requirements

• Three years of office experience which included two years at full performance level and experience generating documents; and
• Lead work responsibility or coordination of office procedures.

Professional Competencies

• Perform duties in a way that advances and supports the mission of the department and university.
• Work effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
• Take initiative, looking for what needs to be done and doing it.
• Pay close attention to detail.
• Maintain a safe and safety-conscious workplace.
• Maintain a respectful workplace and model a positive and proactive attitude.
• Model the highest ethical standards.
• Provide superior customer service.

Preferred Qualifications

• Experience in higher education.
• Experience with the Computerized Maintenance Software AiM in support of a Facilities organization.
• Knowledge of higher education index and account codes.

FLSA Exempt: No

Job Type: Full-time

Pay: $18.57 - $27.69 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person