Facility Services Liaison

Location: Takoma Park, Maryland
Date Posted: 06-25-2018
Facility Services Liaison 
Facility Services Department

Position is open until filled

For best consideration, apply by July 25 2018
OVERVIEW OF THE UNIVERSITY
Washington Adventist University (WAU) is a Christ-centered institution of higher education that supports a culture of excellence where all feel valued.  Nestled in a desirable residential community in Takoma Park, Maryland, WAU offers its faculty and staff an environment where professional expertise is valued and lasting connections between co-workers are formed as we work together to ensure the success of our students.  Regardless of title, every employee supports WAU’s vision of producing graduates who bring moral leadership and competence to their communities.

SUMMARY:
Manages a variety of general office activities by performing the following duties personally or through student professional staff.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Includes the management, planning, leading and controlling of the following areas:
Coordinates Computerized Maintenance Management Systems (CMMS):
  • Enters work orders into CMMS including WEB portal
  • Assigns and distributes work orders to technicians.
  • Clears work orders out of the CMMS via the daily time sheets.
  • Receives supplies and materials into CMMS
  • Creates, tracks, and clears Purchase Orders in CMMS
  • Completes work orders that involve subcontractors by communicating with the subcontractors, tracking the status of the job, and closing the work order once task is complete.
  • Manages invoices from contractors and vendors and purchase orders through CMMS.
  • Manages & tracks department’s contracts via CMMS
  • Manages & tracks department and or university licenses via CMMS
  • Trains local community to register and use CMMS Work Order Request Portal  
Manages Administrative Functions of the Facility Services Office:
  • Maintains office records and files.
  • Organizes work by reading, researching, and routing correspondence. Writes letters and documents, collects and analyzes information.
  • Maintains office supplies inventory and anticipates needs, while working within the department’s budget.
  • Maintains office equipment in proper working conditions.
  • Maintains daily filing of all department documents including packing slips, delivery tickets, invoices, Daily Time Sheets, contractor tickets, department forms, etc.
  • Maintains professional and technical knowledge by attending workshops and participating in professional societies.
  • Welcomes guests, employees and students and answers or directs inquires.
  • Develops and maintains department’s schedule.
  • Accepts and checks deliveries.
  • Maintains departments eye wash & first aid stations up to stock
  • Total,  prepare,  & rack time cards before new pay period by department time clock
  • Order custodial product as needed and in CMMS data base
  • Maintain department logs and forms
  • Maintain department office procedures
  • Maintains current MSDS library for chemicals used by department to OSHA standards
  • Maintains current database of chemicals for  annual Montgomery County , Hazardous Materials Use Certificate
  • Manages communication and work orders with outsourced venders for services such as the following: Custodial, Landscaping, Furniture/Floor Covering/ Window Treatment , Signage, Exterminators and Trash/Recycle
  • Coordinates event/setups (Campus and Sligo Church)
  • Coordinates key tracking filing & returns hard keys to inventory
  • Coordinates campus recycle program
  • Tracks Departments Budget
  • Administers department’s weekly safety topics
  • Provides back up administrative support for ITS department – receive and direct incoming requests for IT support, create work orders via HELPDESK software
  • Supports and affirms a culture of distinctive excellence and exceptional service.
  • Attends University events and required meetings (including weekly Convocation)
  • Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
Supervision Received: 

Position reports directly to the Director of Facility Services.
 
Supervision Given: 

Has direct supervisory responsibility over office student employees. Position carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include, but are not limited to, pre-screening student employees, training, planning, assigning and directing their work. Position participates with supervisors in appraising student employees’ performance, rewarding and disciplining as needed, addressing complaints and resolving problems.
 
 QUALIFICATIONS 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
  • Associate degree preferred in office management, property management, or facility services stationary engineering, or
  • Three or four years related experience and/or training; or
  • Equivalent combination of education and experience.
Language Skills:
  • Superior command of English grammar and spelling. 
  • Excellent verbal and written communication.
  • Bilingual a plus, not mandatory.
Mathematical and Technology Skills:
  • Working knowledge and application of Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint and Publisher.
  • Ability to learn other software packages.
  • Working knowledge Computerized Maintenance Management Systems (CMMS).
Reasoning Ability:
  • Ability to deal with a variety of office situations. 
  • Applies logical or scientific methods to a wide range of intellectual and practical problems.
Other Skills and Abilities:
  • Must exhibit supervisory and office management skills.
  • Possesses capacity for planning and organizing.
  • Strong attention to details.
  • Advanced skills in team building, motivation, and conflict resolution and anger management.
Physical Demands: 
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The employee will frequently be called upon and must be able to work long hours under stressful conditions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; physically move through out campus and building on campus on a regular basis; and talk or hear. 
 WORK ENVIRONMENT 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. 

Title VII Exception Notice
Washington Adventist University is a religiously qualified Equal Opportunity Employer under Title VII of the Civil Rights Act.  As such the University has the legal right to prefer a member of the Seventh-day Adventist ("SDA") Church in its hiring process. In the event that a qualified SDA candidate is not identified, the University will give the opportunity to candidates who must understand and respect the mission, purpose, and identity of Washington Adventist University as a condition of their employment.
 
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