#25-29: Administrative Specialist - Facilities

Administrative Specialist, Facilities Management

Reports To: Director of Facilities Management

UW-Superior is committed to making excellence inclusive in every aspect of the institution. We strive to offer quality programs in an environment of trust and cooperation that centers on the worth of all individuals. The University is seeking candidates who will contribute to our mission.

POSITION:

Administrative Specialist, AD006, Full-Time: 100%, Academic Staff, Annual (12-month) appointment, ongoing/renewable, one vacancy

POSITION SUMMARY:

Responsible for a variety of professional level work across a variety of administrative service areas including budget, finance, procurement, and human resources with impact across the institution in support of unit or institutional goals.

UW-STANDARD JOB DESCRIPTION DUTIES:

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies.
• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success.
• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s).
• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems.
• Serves on committees and attends meetings, representing the interests of the unit or program.

ADDITIONAL DUTIES SPECIFIC TO POSITION:

• Manage and maintain the facilities management work order/ maintenance management software.
• Process work order requests, enter work orders and maintain accurate data.
• Collect and apply timesheet and procurement information to related work orders.
• Process monthly chargebacks and related reporting.
• Manage inventory from purchasing through assigned distribution through work orders and preventative maintenance.
• Record, enter and maintain equipment coding for preventative maintenance scheduling.
• Audit and maintain ongoing procedures throughout software updates and conversions. Educate staff on related changes.
• Log software issues and work with software technical support to rectify the issues.

Purchasing

• Prepare and enter standing purchase orders and audit for invoice accuracy.
• Prepare and submit department and project purchase orders.
• Assist with procurement of parts and materials by researching contracts, soliciting bids and contacting suppliers.
• Assist in securing procurement quotes and other required information from vendors.

Office Management and Communications

• Manage the office operations for the department.
• Receive, evaluate, and respond to calls and emails for Facilities Management.
• Receive and assist public visiting the Service Center and direct them to proper area or individual.
• Manage electronic and paper documents, prints, policies/ procedures, facility data, etc.

Backup for Mailroom and Stores

• Cross train to assist in managing mailroom operations in the absence of mailroom staff.
• Coordinate deliveries with student staff.
• Process outgoing and incoming mail.
• Receive packages.

Other Duties:

• Complete required trainings and professional development as assigned.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge and skill with Microsoft Office Suite including Excel, Word and Outlook and the ability to learn and adapt to new software.
• Previous administrative support experience
• Previous experience with work order and/or database related software.
• Knowledge and skill in the use of a variety of office equipment/machines, personal computers, printers, scanners and copiers.
• Skilled at customer service-related oral and written communications.
• Ability to drive a vehicle for the purpose of conducting university business and meet the criteria for operation of state-owned-vehicles - Policy 615

REQUIRED QUALIFICATIONS INCLUDE:

• Three plus years of experience in a related field
• High School diploma or equivalent
• Valid driver's license

This position is currently ineligible for H1-B sponsorship. A qualification for this position includes independent eligibility to work within the United States upon hire date.

DESIRABLE QUALIFICATIONS INCLUDE:

• Postsecondary education

SALARY & BENEFITS:

Salary range for this position is: $44,000 - $47,000 annually. Specific benefit information can be found here. A snapshot of benefits offered for this position include:

Paid Time Off:

*Hours are pro-rated based on appointment percentage for less than 100%-time employees.

• 176 hours of Vacation
• 36 hours of Personal
• 96 hours of Sick Leave
• 9 legal holidays

State Group Health Insurance Plans:

• Health Plan, High Deductible, or Access Plans available
• Flexible Spending or Health Savings Accounts

Access to Additional Insurance:

• Dental, Vision, Life, Income Continuation

Retirement Plans Through Wisconsin Retirement System:

• 6.95% contribution with employer match
• Vested at 5 years (must meet eligibility requirements)

Other Benefits

• Employee Assistant Program (EAP) - provides free and confidential resources to address personal and work-related concerns for employee and their immediate family members.
• On-site wellness resources and opportunities through the Pruitt Center for Mindfulness and Well-Being, Marcovich Wellness Center, and Department of Equity, Diversity and Inclusion.

STARTING DATE:

As soon as possible.

ADDITIONAL INFORMATION:

For additional information about UW-Superior, visit www.uwsuper.edu;

For additional information about this position, contact Mark Graves at mgraves7@uwsuper.edu

APPLICATION PROCESS:

Review of all complete applications will commence at 4:30pm on December 19, 2024, and will continue until the position is filled. Once an application is received, your user profile information remains in UW-Superior's Talent Management System for future submissions.

To Apply:

• Visit UW-Careers at www.careers.wisconsin.edu.
• In the Search Jobs box enter the job number #25-29: Administrative Specialist - Facilities and hit Enter.
• Click on the Position title.
• Click on the Apply for Job button.

At any time, you may select the Save as Draft button to save your current progress. Once you've Submitted your application, the ability to change submitted materials will not exist.

Internal Applicants:

• Sign in using your login and password.
• Complete steps one through ten where you can upload the following required documents: 1.) Cover Letter 2.) Resume

External Applicants:

• Click on the Register Now link to create your username and password.
• Complete steps one through ten where you can upload the following required documents: 1.) Cover Letter 2.) Resume

All Applicants:

• To submit your resume, cover letter, etc., you must add the document as an attachment.
• Click Next and complete the Preferences section - this tab is optional.
• Click Next to complete the Online Questionnaire - this tab is required.
• Click Next and if required, provide the contact information for three professional references by clicking the Add Reference link.
• Click Next and select your preference for the Request for Confidentiality section.
• Click on Next and complete the next section titled How did you find out about the position?
• Click Next and complete the Self-Identity sections - this tab is optional.
• Click Next and review your information.
• Once all sections are completed and reviewed, click on Submit; your application has been submitted.

Refer to the following links for troubleshooting:

• Internal Applicant: https://kb.uwss.wisconsin.edu/21544
• External Applicant: https://kb.uwss.wisconsin.edu/19833
• Frequently Asked Questions: https://kb.uwss.wisconsin.edu/21900#toc4

UW-Superior, A Superior Place:

The University will not reveal the identities of applicants who request confidentiality in writing, except that the identities of "final candidates" must be revealed upon request. According to the Attorney General, "final candidates" under Wisconsin law means the five candidates who are considered most qualified for the position. See Wis. Stat. Sec. 19.36(7)(a).

Employment will require a criminal background check, and if you have prior work history within the last seven years with Universities of Wisconsin or State of Wisconsin agencies, a personnel file review check for employee misconduct. It will also require your references to answer questions regarding employee misconduct, sexual violence and sexual harassment.

The University reserves the right to check references with notice given to the candidates at the appropriate time in the process.

Employment is subject to federal laws that require verification of identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

For UW-Superior campus safety information and crime statistics, review the Annual Security Report or contact the University Police Department Safety at 715-394-8114 for a printed copy.

UW-Superior is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusivity.