Work Control Manager

Position Details

Position Information

Budget Title
SENIOR STAFF ASSISTANT

Campus Title
Work Control Manager

School/Division
Finance and Management, Division of

Department
Facilities Operations and Services

Staff Sub-Type
Staff & Administration

Salary Level
SL3

Salary Range
Low $50's

Position Effort
Full-Time

If Part-Time, enter FTE:

Is this a temporary position?
No

If Temporary, enter End Date:

Position Summary

The work control manager will provide direction and support to the FOS staff to ensure the timely assignment and completion of campus work requests. They will also maintain a close working relationship with all campus constituents, vendors, contractors and service providers. This position will manage the customer service center ensuring courteous, prompt, and effective service is provided to the campus. The individual must be able to work independently (with limited direction) to provide administration support and expertise in managing data related to facilities maintenance and operations functions. This position develops, implements, and provides quality control oversight of the processes that ensure that all phases of work performed by FOS are recorded in TMA system. This manager will audit data, provide reports, manage upgrades and hardware maintenance of the TMA system.

Major Responsibilities

• Provide specialized expertise in the maintenance of TMA data for all modules that have been implemented; including but not limited to, buildings, areas, assets, equipment, and preventative maintenance schedules.
• Assess data integrity, adherence to established data standards, and completeness of information recorded in TMA .
• Remain current with changes in TMA software through independent research, participation in TMA user groups, self-paced training, and attendance at TMA training events and conferences. Serve as the “resident expert” for executing work processes while using TMA . Responsible for the training of facilities staff in the use of all TMA modules, operational workflow, and data standards, including the development of all training material.
• Provide leadership, management and accountability for mechanical stores operation, ensuring that FOS maintains a working stock that is fiscally procured and tracked/linked to FOS technicians and work orders.
• Ensure accuracy of incoming work order data and proper classification of work order tickets prior to forwarding them to appropriate departments for execution.
• Conduct random inspections to review work while in progress. Ensure procedures are being followed while meeting the highest level of customer service standards.
• Interface with external and internal customers, as required, maximizing productivity and minimizing lost time in a professional, pleasant, and courteous manner.
• Review correspondence and communication from customers, such as customer survey results, and other inquiries and respond to them in a timely fashion with professional and intelligent responses.
• Assist FOS management team with the development, management and enforcement of data standards and procedures used for entering facility-wide information, including but not limited to work classification, priority, and status codes.
• Advise management on actions recommended to improve data quality for business decision-making.
• Coordinates with trade supervisors in the management of facility asset records and preventative maintenance schedules.
• Build custom reports from TMA database to serve as a management tool in making sound business decisions.
• Develop reports, dashboard queries and special queries to meet user requirements. -Support supervisors and managers in reporting capabilities and utilizing metrics in day-to-day operations.
• Collaborate with FOS management team on a regular basis to review and analyze the effectiveness and efficiency of existing systems and develop strategies for improvement.
• Performs periodic analysis of preventative maintenance program and presents analysis to department managers/supervisors and other collaborators within Facilities Management in an effort to propose projects that reduce recurring costs and improve overall efficiencies.
• Manage mobile device utilization and configure the software to automate workflows to the greatest extent possible for tasks such as work receipt, work tracking, preventive maintenance scheduling, receiving, issuing materials, and recording labor and materials expended for work orders.
• Assist with compiling, coordinating, reviewing, and processing a large range of contract required records, reports, and submittals. Provide other analytical information by extracting data from the work management system, other campus databases, and project records.
• Inspect and diagnose problems to determine corrective actions which will ensure a high level of professional, courteous customer service delivery at all times.
• Ensure consistency in record keeping and report strategies.
• Support the departmental mission.

Functional and Supervisory Relationships

• Reports to the director of facilities operations and services
• Works closely with other facilities management units; environmental health and safety, campus energy management, facilities planning, design and construction and facilities software applications management, as well as campus departments and other stakeholders

Required Qualifications

• Bachelor’s degree
• Minimum two years of managing major business system or process.
• Several years’ experience in a facilities operations or maintenance related field.
• Computer proficiency in Microsoft Office, spreadsheet applications, and experience in maintenance management software system.
• Evidence of effective administrative skills, including attention to detail, and ability to handle multiple project requirements while prioritizing to meet deadlines and following through to completion.

Preferred Qualifications

• Demonstrated ability to interpret construction documents and technical drawings / manuals.
• Specific experience in one of the following work order management software (i.e. TMA, SchoolDude, CMMS, AiM).
• Experience in a higher education setting.
• Proficiency in reviewing and developing preventative maintenance protocol and procedures that maintain current work control processes and developing new work orders.

EEO Statement

The State University of New York College at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/ EEO / ADA ) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

Job Close Date

Posting Detail Information

Posting Number
S22009

Review Start Date
09/06/2022

Open Until Filled
Yes

Quick Link for Direct Access to Posting
https://jobs.cortland.edu/postings/6432

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a bachelor's degree?
   • Yes
   • No
2. * Please, share your understanding of diversity, equity, and inclusion and briefly describe your commitment to treating others, at all levels of the organization with fairness and respect.
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Curriculum Vitae or Resume
2. Cover Letter
3. Professional References Contact Info. ONLY (minimum of 3)

Optional Documents