Administrator FMC Operational Systems - Facilities Management

TITLE

Administrator, FMC Operational Systems

JOB SUMMARY

The Administrator, FMC Operational Systems provides advanced, technical expertise required for all FMC TMA systems management, data entry and reporting while maintaining a standard of excellence in the evaluation, gaps analysis, design, integration and analysis of technology systems supporting the mission of the department. The position will manage the data systems for FMC operations throughout the Denton, Dallas, and Houston campuses, serves as support for the service desk, and provides general administrative support to the Director and direct reports. Work is performed with general supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Director, Physical Plant

Supervises: No supervisory duties

ESSENTIAL DUTIES - May include, but not limited to the following:

• Receives, interprets, and assigns facilities operations service requests from various customers.
• Communicates and coordinates work with clients and FMC supervisors to ensure proper scheduling, resource allocation and accomplishment in a friendly, accurate, and timely manner.
• Serves as FMC's point of contact for operational data.
• Manages capital planning databases and aids in the tracking and planning of deferred maintenance and capital renewal projects.
• Oversees monthly work order reports and reporting requirements.
• Supports contracted services requests, including emergencies and capital planning systems.
• Processes reports to assure billing of vehicle maintenance and use, custodial supplies, yearly maintenance contracts for elevators, alarm systems,etc.
• Assures all data in FMC software is accurate and current.
• Receives department emergency service calls and routes as appropriate.
• Enters data related to and running preventive maintenance programs and other reports using the computer software.
• Closes completed work orders on a monthly basis or as required.
• Assists in the development and implementation of major project timelines.
• Provides general administrative support to the Facilities Operations team.
• Consults and assists other teams on projects and integration issues.
• Assists in process improvements related to effective FMC operations.
• Assists with development and support of the institutional business continuity and security assurance.
• Ensures training for new trades people on technology for Work Order System.
• Ensures technology for Work Order System is operational and up to date.
• Coordinates warranty programs on all new construction, renovations and deferred maintenance projects.
• Performs Access approver audits annually.
• Oversees Master and Grand-Master key approval process.
• Administrates Workflow, Key Warden, and Facility Condition Software, assigning access and privileges.
• Updates Facility Condition software database upon completion of all new construction, renovations and deferred maintenance projects.
• Identifies issues or problems and researches solutions within specific areas.
• Collects and analyzes data, prepares materials for meetings and conferences, and provides assistance with report completion.
• Keeps complex records, assembles and organizes data of a complex nature, and prepares and submits reports in acceptable formats.

ADDITIONAL DUTIES

• Performs clerical duties, including the production of general correspondence or other needs as defined by supervisors.
• Oversees workflow and service desk support for departmental systems and users.
• Interprets Facilities Operations requests received via Internet, hand delivered, or telephoned into the Customer Service Department.
• Supports department to assure timely planning and reporting to regulatory and governmental agencies, regional operation companies, service providers, vendors and other organizations.
• Performs other duties as requested.

EDUCATION

Bachelor's degree required. Technology and network systems certifications preferred.

EXPERIENCE

Five years' job related work in computing and/or communications, education environment. Three years' highly responsible and varied office administration or business management experience or any equivalent combination of education, training and experience preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Ability to prioritizes work as emergency or routine maintenance.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
• Ability to pay strict attention to detail and be deadline-oriented.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to communicate effectively - orally, by phone, in person, and in writing.
• Ability to respond to emergency situations in a timely manner.
• Ability to effectively supervise part-time and student employees on behalf of the department and maintain their timesheets.
• Ability to use a personal computer including university related software and email, efficiently utilize MS Office Suite, have an understanding of database management and entry techniques and software, and be able to use and train others to use office equipment effectively.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman's University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman's University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran's status, or against qualified disabled persons.

All positions at Texas Woman's University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.