Position Details

Position Information

Posting date

11/18/2022

Closing date

Open Until Filled

Yes

Position Number

0411301

Position Title

Work Process Administrator

Department this Position Reports to

Facilities Operations and Management

Hiring Range Minimum

$18.65/hr

Hiring Range Maximum

$22.50/hr

SEIU Level

Not an SEIU Position

FLSA Status

Non-Exempt

Employment Category

Regular Full Time

Scheduled Months per Year

12

Scheduled Hours per Week

40

Schedule

Location of Position

Hanover, NH

Remote Work Eligibility?

Hybrid

Is this a term position?

No

If yes, length of term in months.

NA

Is this a grant funded position?

No

Position Purpose

Responsible for the timely and efficient processing of all work requests received into Facilities Operations & Management (FO&M) Work Processing Center. Responsible for creating and updating on average 40,000 reactive and preventative maintenance work orders annually. Enters labor time into the work processing database and reconciles the time entered to Kronos time. Assists with access control and key distribution. Serves a key customer service role within the FO&M office. Serves as a dispatcher for immediate maintenance calls, ensuring timely and appropriate communication to/from FO&M employees. Manages and utilizes call center which serves as the main point of contact for students, faculty, staff, vendors and contractors for all facility related needs. Processes all invoices and P-card transactions to appropriate persons for approval.

Dartmouth’s Campus Services Division is responsible for planning, design, construction and operation of Dartmouth’s buildings, campus landscape and infrastructure. Dartmouth’s facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces.

Description

Required Qualifications - Education and Yrs Exp

High School or equivalency

Required Qualifications - Skills, Knowledge and Abilities

• Three to five years of experience in the facilities maintenance field or the equivalent.
• Familiarity with Microsoft Office applications.

Preferred Qualifications

• Excellent communications and interpersonal skills with the ability to interact with diverse College constituencies.
• Excellent organization and time management skills.
• Excellent customer service skills. Comfortable with frequent interruptions to daily work.
• Attentive to detail and interest in providing accurate, clear, and concise results.
• Demonstrates a high level of concentration while working in a fast-paced, continually changing organization.
• Familiarity with work order systems helpful.
• Knowledge of building operations and the trades associated with it.
• Ability to handle repetitive work.
• Ability to handle emergency situations and react in a calm professional manner.
• Proficiency with facilities work control systems and standard business applications.
• Comfortable in working with a diverse workforce.
• Commitment to diversity and to serving the needs of a diverse community.

Department Contact for Cover Letter and Title

Robin Guay, Facilities Work Process Manager

Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Background Check

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Special Instructions to Applicants

All Dartmouth College employees, whether working on-site or remotely, are required to be up to date with vaccination against COVID -19 (or to have received an approved exemption from vaccination through the Office of Institutional Diversity and Equity). Please visit https://dartgo.org/vaxpolicy for details. Compliance with this requirement is a condition of employment. Failure to meet this condition of employment within the first 30 days may result in Dartmouth in its sole discretion ending employment.

Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy


Additional Instructions

Quick Link

https://searchjobs.dartmouth.edu/postings/65921

Key Accountabilities

Description

Work Processing Function

Serves as a point of contact for all service requests submitted to FO&M. Creates work orders within a centralized work processing database, ensuring accurate, complete and timely processing of work orders including the closing of work orders.

• Acts as a daily operational point of contact between those who request work orders, and FO&M staff who perform the work. Responds to customer inquiries and researches status of work. Works closely with FO&M supervisors and the Work Process Manager to ensure timely communication and follow-up.
• Performs quality control functions within the work processing system. Applies best work processing practices as defined by FO&M management and industry standards. Runs management reports and reviews output on a regular basis to verify integrity of the work processing system.
• Receives Dig Safe requests and ensures timely processing of applications by FO&M, requestors and Dig Safe.
• Prepares and maintains informational lists such as 911 address report, heat calls, unlock reports, trouble shooter reports and building contacts.

Percentage Of Time

20

Description

Residential Operations Function

• Serves as front-line support by responding to telephone, walk-in and email inquiries from students, parents, employees, vendors and others. Provides appropriate response and referral. Provides policy interpretation.
• Is the point of contact for all Controlled Storage policies, procedures and appointments. Manages the Controlled Storage calendar in outlook and provides attendants with petty cash and key boxes.
• Sends damage/violation information to Assistant Directors daily. Processes damage billing and other student fees. Keeps termly database of damage violations and calculates costs per building at the end of term. Works with Residential Education in terms of violation coordination and follows up as necessary.
• Processes setup and unlock reports in EMS for daily events in residence halls. Is responsible for scheduling access controlled unlocks, ensuring that supervisors have all information needed for setups and processes all billing related costs after the events.
• Serves as a liaison for Residential Education, Residential Housing and Residential Operations providing information regarding policies etc.

Percentage Of Time

15

Description

Dispatch Function

• Performs the dispatch function by communicating via telephone and radio to dispatch workers across campus. Answers phone calls and provides radio relay to workers. Quickly determines the appropriate employee to contact for specific work tasks, based on knowledge of systems and of workers’ skills. Informs supervisors of dispatched tasks assigned to their staff. Creates a work order in the work processing database for all dispatched calls. Keeps a daily log of all dispatched calls. Monitors life safety alarm systems and dispatches to the appropriate shop.

Percentage Of Time

15

Description

Labor Time Entry Function

• Posts in an accurate and timely manner the labor time entry for FO&M. Reconciles time entries with the payroll system, Kronos. Contacts the appropriate area when there are discrepancies.

Percentage Of Time

10

Description

Access Control/Key Distribution Function

• Distributes keys, maintains key inventory, and prepares bills, as appropriate. Grants electronic access control as directed to students, faculty, staff, vendors and contractors.
• Performs nightly reconciliation of cash drawer.

Percentage Of Time

20

Description

Administration of Invoices Function

• Is responsible for the timely research, administration and assignment of invoices to the correct FO&M department.
• Vets invoices submitted through the OnBase system, examines invoices for accuracy and appropriate work order number or chart string. Researches discrepancies and issues before sending to the appropriate person for approval.
• Reconciles all P-card transactions and reallocates the charges to appropriate GL chart strings/work order numbers on a timely basis,
• Conducts research on the status of various vendor contracts and invoices. Follows up with the appropriate person if there are discrepancies.
• Processes Purchase order requests.
• Interacts regularly with the Admin Finance Center to ensure best practices are understood and applied.

Percentage Of Time

20

Description

Other Office Duties

• Works closely with the Campus Services Information Technology (IT) staff on any IT changes. Conducts test scenarios to ensure appropriate and accurate flow of information through the systems and brings to management’s attention any system irregularities or problems. Helps to troubleshoot solutions to any systems problems.
• Performs a variety of administrative functions, including maintaining spreadsheets for billing purposes, and inventory of office forms and reordering as needed, etc. Prepares logs and calendars for specific trades processes (i.e. the Genie Lift and shredding pickup), etc.

Percentage Of Time

-

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Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.

--

Performs other duties as assigned
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
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   • American Library Association
   • CareerBuilder
   • Chronicle of Higher Education
   • Chronicle of Philanthropy
   • Dartmouth College Employment Website
   • Glassdoor
   • Internal Employee Referral
   • HERC
   • Higher Ed Jobs
   • Indeed
   • Inside Higher Ed Jobs
   • LinkedIn
   • National Black MBA Association
   • Recruit Military
   • Prospanica
   • Valley News
   • Other (Please specify below)
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2. If you answered 'Other' to the above question, please specify here
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents Optional Documents

1. Resume
2. Cover Letter