Facilities Administrative Specialist
Facilities Administrative Specialist
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Current Employees: If you are currently employed at any of the Universities of Wisconsin log in to Workday to apply through the internal application process.
Position Title:
Facilities Administrative SpecialistJob Category:
Academic StaffEmployment Type:
RegularJob Profile:
Administrative SpecialistJob Duties:
Job Responsibilities:
- Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
- Create unit policies and procedures related to safety/security OSHA and daily operational needs within all units (Custodial Paint Maintenance) and buildings (Sandburg North South East and West Kenilworth Cambridge Commons Riverview) within University Housing
- Create update and publish unit training resource and employment manuals
- Facilities department liaison for Safety & Assurance ensuring adherence to campus wide facilities training requirements
- Creates establishes and enforces procedures for document control scheduling and communication to maintain department efficiency and alignment with policies
- Provides support to students in response to work orders scheduled facility work and administrative pack-up retrievals
- Implements and executes facilities policies and procedures to ensure Housing infrastructure is well-maintained operational and aligned with University Housings goals for sustainability student satisfaction and operational efficiency
- Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
- Assigns work orders via TMA to appropriate staff to ensure timely execution of maintenance and custodial concerns to meet Housings standards for building safety and functionality
- Communication liaison with internal and external collaborators and contractors (ex: Goodwill Office of Sustainability Off Campus Resource Center Facilities Services) to obtain needed resources for Housing
- Schedules various department meetings trainings and in-services including securing room locations and necessary equipment
- Analyzes data and trends compiles progress reports and provides appropriate
- recommendations or conclusions in support of the assigned operational work unit(s)
- Utilizes TMA and StarRez data to create progress reports dashboards and dispatch staff for emergency facility situations.
- Process all student facilities billing related to Lockroom Custodial Paint and Maintenance units.
- Tracks and compiles progress reports regarding various department initiatives including room flips personnel project and task completion
- Track and monitor employee adherence to ontime work arrival keep detailed logs of
- performance and provides recommendations to direct supervisors on performance concerns
- Assists recommends and advises staff on unit or program administrative issues personnel matters and budgetary problems
- Facilities department liaison to Human Resources for hiring and personnel matters
- Assist unit supervisors and Facilities Associate Director with personnel communication meetings and the writing of official employment letters
- Provides cost saving and bulk ordering suggestions to Housing Purchasing Manager and Facilities Associate Director
- Utilizing Workday to verify all employees in the department have biweekly payroll review correction and approval for payroll
- Provides insight and proposal ideas for budget planning
- Establishes and maintains personnel folders completed trainings and evals for all
- full-time and student staff
- Assists department leadership with full-time and student evaluation processes including
- creating templates and instructions on proper completion to meet University standards
- Tracks and holds staff accountable for department deadlines
- Serves on committees and attends meetings representing the interests of the unit or program
- Serves on opening and closing committee
- Serves as a member of the Housing Star Rez team
- Serves as a member of the HR Point committee creating policies and
- providing recommendations related to student hiring procedures department policies and expectations compensation plans and evaluation processes from a facilities perspective
Key Job Responsibilities:
- Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies
- Serves on committees and attends meetings representing the interests of the unit or program
- Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success
- Assists recommends and advises staff on unit or program administrative issues personnel matters and budgetary problems
- Analyzes data and trends compiles progress reports and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)
Department: University Housing
Compensation: $60000
Required Qualifications:
- Two years of professional experience in administrative services such as budgeting human resources procurement or operations management.
- Demonstrated experience implementing and maintaining policies procedures or operational systems in a work environment.
- Proficiency with data management systems and tools for reporting and analysis (e.g. Microsoft Excel dashboards or work order systems).
- Strong organizational skills including the ability to track multiple projects meet deadlines and maintain records with attention to detail.
- Experience in scheduling and coordinating logistics for meetings trainings or operational events.
- Effective communication skills both written and verbal to interact with staff students vendors and other stakeholders.
- Demonstrated ability to work independently and collaboratively in a team-oriented environment.
Preferred Qualifications:
- Experience in a higher education or university housing setting especially in facilities operations or student services.
- Experience with work order management systems (e.g. TMA or similar platforms).
- Familiarity with student housing software such as StarRez and enterprise resource planning tools like Workday or similar.
- Experience managing or supporting HR functions including hiring onboarding evaluation processes and policy development.
- Demonstrated ability to analyze operational data compile reports and make recommendations for process improvements.
- Experience in drafting and maintaining manuals training materials and standard operating procedures.
Education: Bachelors Degree
How to Apply:
Interested candidates must submit:
AResumeaddressing the minimum and preferred qualifications as listed above
Cover Letter
The search committee will not consider resumes and/or cover letters that fail to address the qualifications or where explanations are unclear.
Contact Information:
Luke Messmann - HR Coordinator
Reasonable Accommodations
Pursuant to university policy UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability please contact or . This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.
Confidentiality of Applicant Materials
UWMis a State agency and subject to Wisconsins Open Records not however reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsins Open Records certain circumstances the identities of final candidates and/or the identity of the appointed applicant must be revealed upon request.
CBCand Reference Check Policy
Employment will require a criminal background the prevention of sexual misconduct seriously. As such you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.
Annual Security and Fire Safety Report (Clery Act)
For theUWMAnnual Security and Fire Safety Reports (i.e. Clery Report) which includes statistics about reported crimes and information about campus security policies see or call UWMs Dean of Students Office Student Union 345 at for a paper copy.
Employment Authorization
In compliance with federal law all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy disability status as a protected veteran or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds perspectives and skills and encourage all qualified individuals to apply.
Required Experience:
IC
Employment Type
Full-Time
