Job Requisition Number: 23496. Residential and Student Services Programs is part of the Division of Student Affairs under the direction of the Associate Vice Chancellor of Residential and Student Service Programs (RSSP). RSSP provides and manages residential student housing, residential life programs, custodial and maintenance services, capital and minor capital projects, self-operated dining services for undergraduate and graduate students and their families, as well as child care services for students, faculty, and staff. RSSP also conducts a year-round conference business, operates seven campus restaurants, and manages twenty-six faculty apartments.
This position is a main customer contact for the work order center; jointly monitors center phone system and works in concert with supervisor to manage work order process and system database. of the TMA data base to include: Access rights/permissions, data integrity, back-up; monitors email, and inputs request information into work request format (TMA). Responsible for the collection, verification and re-collection (as necessary) of all work request data (both by phone and email), with an emphasis on critical data fields (requestor name, requestor phone number, problem description, request type, location); evaluation and assignment of service level (emergency, urgent, necessary, departmental services); analyzes type (single trade, multi-trade, and project) of work order and converts requests into work orders. Conducts analysis of complex data and reports as needed or requested. Tracks data related issues. Notes and investigates software problems and refers them to supervisor. Performs initial trades/worker assignment. Coordinates with leads to ensure accuracy and timeliness of dispatch. Conducts analysis of complex facilities and work order progression and productivity data.
Works in concert with Central Maintenance (CM) Trades Manager, CM design staff (CM) leads, custodial leads and Unit Customer Service Centers to ensure coordination of all project, multi-trades and vendor activities. Organizes all outgoing maintenance and design projects with residents, managers and front desks in order to provide timely information regarding the performance of work both by in-house staff and vendors. Monitors and verifies work order close-out input, with student assistance, all post work summaries and job notes as well as confirm completion of work. Ensures data integrity through proper collection, verification and correction (as necessary) of all work request data (both by phone and email), with an emphasis on critical data fields (requestor name, requestor phone number, problem description, request type, location). Notes and investigates software problems and refers them to supervisor. Assist in maintaining accurate TMA database records such as room and equipment records. Runs aging/open work order reports to confirm status. Verifies and record parts used. Updates staff records as required/requested. Receives goods, inventorial items and materials as required or requested. Gathers and communicates status from/to unit desks, management and residents as needed/appropriate. Tracks information against management/customer inquiries and responds back to requestor in a timely manner. Coordinates with leads and Trades Manager to ensure timely close of work orders and changes status of aging work.
Work Order Coordination Serves as main customer contact for the work order center: accurately collect, verify, input, and provide timely communication for work order requests and status (phone, online, email, etc.), post-work summaries, and job notes; evaluate, assess, and assign service level and type (single trade, multi-trade, and project) to staff. Coordinates with staff to ensure accuracy, timely dispatch and closure on work orders generated for all project, multi-trades and vendor activities. Organize and schedule maintenance and projects with staff and others (e.g. residents, managers, front desks, etc.) to provide timely information regarding performance of work by in-house staff and vendors. Notes and investigates software problems and refers them to supervisor.
Administration Create, proofread, edit, update, and ensure timely distribution of: various documents, correspondence, operational calendar, manuals (e.g. administrative desk manual), etc. Ensure above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required. Prepare, maintain, track, process, reconcile and correct errors in a timely manner for: travel and entertainment requests and reimbursement, recharges to other campus entities, transaction documents, financial reports (as requested), invoices, spreadsheets, etc. following appropriate University/departmental guidelines. Make low-value purchases for office supplies and related items. Follow up and resolve any problems related to the above. As directed by manager, assign work and provide oversight for student staff. Acts as cross functional back-up for other Work Order Center staff as assigned. Provides administrative support to Work Order Center supervisor and management staff as required or requested.
Training Instructs all levels of staff in the use and reporting functions of work order systems including CellTMA, and iSD website.
Committees and Projects Represent the department on various committees and project teams. Maintain and enhance professional skills and expertise (technical and personal).?Two years minimum of professional administrative, project, and fiscal experience in a professional office environment. (Preferably in a college and/or university setting). ?Intermediate knowledge of PC based software (MS Office?Word, Excel, PowerPoint, Visio). Must demonstrate ability to learn University systems. Demonstrated skill to create presentations and appropriate business documents using said software. ?Must know how to research, produce reports, organize and communicate information clearly and effectively. ?Must demonstrate knowledge of proper business formats and ability to prepare professional documents. ?Knowledge and experience coordinating, troubleshooting and responding to customer service requests. ?The detail orientation, initiative and ability to organize and maintain records. ?Excellent interpersonal, organizational, and strong customer service skills. ?Ability to make decisions rapidly and remain composed while interacting effectively with others. ?Effective oral (in person and/or by telephone) and strong written communication skills. Must be able to listen as well as to provide information succinctly, clearly, accurately. ?Demonstrated writing skill. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively. ?Excellent proofreading skills to review personal work as well as work of others. ?Skill to establish priorities, follow plans and complete goals/objectives. ?Skill to contribute as a team player in a respectful and professional environment. ?Ability to exercise integrity and discretion in all matters and to protect confidential information as dictated by assignment or policy. ?Ability to demonstrate and encourage the values of collegiality, and respect among supervisors and peers. ?Ability to directly resolve problems through informal consultations and discussions at the lowest level possible. ?Ability to understand, interpret, and apply University rules, regulations, and policies ?Ability to make independent decisions in solving issues while adhering to the University of California and Berkeley campus policies. ?Ability to manage numerous details simultaneously.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.