Utilize proactive building management strategies to ensure building operations, access, and security are maintained at the highest level
Initiate, facilitate, and manage customer security clearances, key, push code, and key safe requests
Complete online security database entry, security audits, and modifications to ensure security of all buildings is upheld
Conduct regular building walkthroughs to assess existing conditions, while also proactively seeking, noting, and investigating work orders not yet reported
Respond and communicate building emergencies and urgent matters to building occupants in a calm and efficient manner. Issues may include, but are not limited to: equipment failures, unexpected facilities outages and damages, environmental hazards, and security breaches
Identify and contact all parties necessary to address the emergency and to minimize impact on building occupants safety and research
Maintain and regularly update building emergency procedures and contacts
Track and schedule preventative maintenance work to optimize facility-related uptime
Assist Operations Specialist with seeking out service providers for RBMS owned research equipment
Seek out and compare cost-effective estimates for service repairs and preventative maintenance of RBMS’s portfolio of equipment and technology
(25%) Customer Relations
Act as a liaison between University departments, vendors, and building occupants to maximize facility uptime and ensure occupants needs are addressed
Serve as the building main contact to provide guidance and resources for all facility related questions, concerns, or needs
Collaborate with service providers and occupants to ensure all service requests and work orders are completed satisfactorily for customer and to ensure Service Level Agreements are adhered to
Assist in scheduling and communicating building disruptions to ensure limited disturbance and to advocate on behalf of the research community and service providers
Collaborate with occupants and service providers to develop alternative strategies and accommodations when building disruptions are required
Provide feedback and updates to all parties to improve and streamline coordination efforts for future work and disruptions
(25%) Administration and Logistics
Utilize fiscally responsible practices when making purchasing decisions on behalf of the department
Act of first point of contact for service repair and preventative maintenance for RBMS owned equipment to ensure vendors do not exceed standard scope of repair or service
Update, order, organize, and manage general inventory of supplies
Assist in the process of moving researchers in or out of laboratory space by partnering with a variety of departments including DEHS, CPPM, AHC OFCP, U Construction, department administrators, researchers and service providers
Reinforce lab move-out policies in conjunction with AHC OFCP to ensure space is left in move-in ready condition
Partners with AHC Planners to initiate communication, scheduling, and/or follow up of required lab alterations needed to accommodate new researchers
Create and document tasks, projects, and procedures in conjunction with management to provide uniform service across the RBMS portfolio
Assist management with projects as assigned
(15%) Partners with Event and Student Administration Manager This position partners with Event and Student Administration Manager to supervise student staff and information desk in an effort to maximize alignment to mission of RBMS.
Assist Event and Student Administration Manager with departmental portfolio of conference rooms, event and shared spaces, including scheduling, submission of work orders, spatial and furniture arrangements, and A/V technology
Collaborate with the Event and Student Administration Manager in the development and implementation of policies and procedures that guarantee delivery of timely, efficient, and courteous service.
Oversee all aspects of desk operations and address issues or concerns as they arise. This includes covering shifts in order to prevent desk closure.
Partner with Event and Student Administration Manager in facilitating on-going training and development opportunities for student staff.
Provide student staff with performance feedback, constructive criticism, and positive coaching aimed at delivering consistent customer service. Ensure these instances are documented and reported to the Event and Student Administration Manager in a timely manner.
Plan and oversee short-term and long-term student staff projects, including checkpoints and feedback mechanisms.
Provide input for student staff evaluations to the Event and Student Administration Manager.
Support and collaborate with Event and Student Administration Manager with recruitment and onboarding of student staff as needed.
Aid in the coordination and facilitation of student staff meetings.
(5%) Other Duties as Assigned:
Participate in an afterhours on-call rotation
Employer retains the right to change or assign other duties to this position
Salary range for this position: $41,620.80 to $51,812.80 USD/year
All required qualifications must be documented on application materials.
BA/BS or a combination of related education and work experience to equal four years
Customer service experience
Experience leading small or large teams
Experience with Computers: Word, Excel, data entry/processing, & database software in a Windows Environment
Demonstrated/documented ability to clearly communicate in written and spoken English
Demonstrate ability to deliver quality customer service results while multi-tasking, prioritizing, and meeting deadlines
Ability to work independently or with little direction
Experience working under pressure (responding to multiple time sensitive duties and requests) in a fast-paced diverse customer service environment
Demonstrate problem-solving, decision-making, and independent thinking abilities, especially when handling the unexpected
Ability to determine when to seek appropriate guidance from peers and leadership for escalated situations
Ability to participate in an after-hours call rotation. Ability to respond to building security issues, lock-outs, and building emergencies knowledgeably and in a timely fashion. Represent AHC as a first responder in after-hours emergency
Excellent command of organizational, communication, and interpersonal skills, with strong aptitude for self-motivation
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.