Operations Coordinator, Intermediate

Operations Coordinator, Intermediate

Location: BIAC Work Control Ctr
Regular/Temporary: Regular
Job ID: 607006
Full/Part Time: Full-Time

Workplace Culture

NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.



Special Information

• This position is an on-site position which requires the incumbent to complete their work primarily at an NAU site, campus, or facility with or without accommodation. Opportunities for remote work are rare.
• The ideal candidate will demonstrate excellent customer-service skills, possess and demonstrate strong communication skills, and exhibit organizational and administrative capability. A cooperative, collaborative nature is an essential trait of this position.
• Must be able to work independently and be multi-task oriented.
• The ideal candidate will demonstrate the ability to work in an open office environment with many office workstations; a team-based environment.
• Flexibility to respond to needs of a dynamic, fast paced environment.
• Occasional weekend work for special campus events such as graduation and/or move in weekend.
  

Job Description

Assists with the coordination of activities and functions of a designated building or buildings to ensure that goals and objectives are accomplished in accordance with established priorities, time limitations, or other specifications. Creates and dispatches work requests for maintenance and service following guidelines for reporting work order completion, quality, and costing. The Operations Coordinator, Int. for Work Control Center (WCC) works closely with other Facility Services (FS) department directors, managers, supervisors, and front-line employees. This position will perform varied administrative work specific to the work unit outlined below. Under the supervision of the assistant director, the Operations Coordinator, Int., determines the approach or action to solve problems and implement non-routine solutions by interpreting guidelines, procedures, policies, and practices.

Customer Service - 40%

• Provides outstanding customer service to internal and external stakeholders, faculty, staff, and students.
• Qualify, create, and dispatch maintenance requests and work orders electronically, and by phone, radio, and for walk-in customers.
• Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Following supervisor's general direction, researches, summarizes, and analyzes information; compiles data to prepare special and recurring reports containing specialized or sensitive information; selects relevant information from a variety of sources; recommends action(s) to be taken.

Coordination and Communication - 30%

• Assists with the overall coordination of the Computerized Maintenance Management System (CMMS) and the Work Control Center office operations.
• Provides support with special work order processes, and partnering with inside and outside stakeholders, including but not limited to, capital project inspections, glass replacement, pest company management, plan reviews, submittals, and elevator maintenance.
• Assists with After Hours work order dispatching and data management, and data entry for employee time and attendance in CMMS.
• Creates and maintains a variety of complex spreadsheets and chart data.

Planning/Scheduling - 15%

• Assists with plan development to ensure proficient, timely and accurate data entry into the CMMS.
• Schedules departmental meetings and trainings using Outlook Calendar, Microsoft Teams, and other appropriate technology; reserves meeting and conference rooms; secures technological infrastructure; creates and distributes agendas.
• Assists with development and revision of front-office business processes and maintains documentation and student employee training materials.
• Maintain professional office standard, conduct and attendance.

Staff Development - 10%

• Assists with training colleagues and coworkers on CMMS, and in specialized departmental and division procedures and objectives.
• Assists in the hiring, training, and supervision of student employees. Mentors and trains student employees to become proficient in specialized and complicated departmental tasks, such as writing and managing CMMS queries.
• Generates and formats various reports in CMMS and Enterprise Reporting to assist in monthly reconciliations for the WCC.

Other - 5%

• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree in relevant field.
• 2-4 years of building coordination/ administration experience.
• Any combination of related education, experience and training may be used as an equivalent.

Preferred Qualifications

• Experience working for a university or other large organization.
• Experience working with maintenance regulations.
• Experience using TMA software or other similar CMMS system.
• Knowledge of university financial systems (i.e. PeopleSoft-LOUIE, PeopleSoft Financials, Enterprise Reporting).
• Experience in a fast paced, high volume office and demonstrated ability to prioritize multiple tasks.

Knowledge, Skills, & Abilities

• Interpersonal skills using tact, patience and courtesy.
• Ability to work in a fast paced, open environment.
• Excellent organizational skills.
• Knowledge of basic accounting and budgeting procedures.
• Knowledge of office management principles and practices.
• Excellent attention to detail and accuracy in computation.
• Skills in the use of computer hardware and software.
• Working knowledge of Microsoft Office Suite.
• Excellent communication skills - written and verbal.
• Skills in basic math.
• Ability to manage time independently and effectively.
• Excellent ability in working with people from a variety of culturally diverse backgrounds.
  

Background Information

This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.

Salary

Salary range begins at $37,584. Annual salary commensurate with candidate's qualifications and related experience.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.

Benefits

This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Application Deadline

February 20, 2023 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773, DR@nau.edu, or PO Box 5633, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

Know Your Rights Poster

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.



To apply, visit https://hr.peoplesoft.nau.edu/psp/ph92prta/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=607006&PostingSeq=1



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