Job No: 532058
Work Type: Staff
Location: East Bay
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
Salary and Benefits
PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $5,417.00 per month to $6,250.00 per month.
Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.
For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.
This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.
Administrative Analyst/Specialist, Exempt II
About Cal State East Bay
Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.
About the Position
Under the general supervision of the FD&O Director of Business Operations, the Workflow Analyst is the central point of contact for coordination of the department's computerized maintenance management system (CMMS) for receipt, monitoring, and tracking of all customer planned maintenance and non-maintenance service requests and emergencies. This position works with all FD&O managers and supervisors to plan, coordinate, schedule, record, and track assigned service requests. The Workflow Analyst also collaborates with service units to plan, coordinate and to schedule work performed by outside vendors and contractors. This position performs administrative and other duties as required to meet the operational needs of the department.
Facilities Maintenance Management System Administration:
- Oversee all aspects of the department's computerized maintenance management system (CMMS) to ensure system performance as intended to support FD&O operations
- Oversee user access ensuring users such as FD&O managers, staff and respective department partners have the required user access levels to support their work and ensure accounts are deactivated upon separation of such individuals
- Troubleshoot mobile devices, assist with password resets and provide system based administrative support
- Coordinate with campus Information Technology department to resolve database/campus issues
- Ensure continuous improvement to increase workflow efficiencies and reduce barriers to communication
- Ensure CMMS software is updated per service vendor requirements to maintain security and efficiency
- Oversee the service contract to ensure the department is receiving the required service level and support from the service vendor
Workflow Coordination and Reporting:
- Review and process service and event requests to create work orders to be assigned to different service units
- Develop a preliminary prioritized work order method according the department's criteria for fire and life safety and impact on operations
- Work in collaboration with managers, supervisors leads, skilled trades, and/or laborers to schedule prioritized work orders regarding urgent work orders
- Oversee workflow process to include work order tracking, prioritization, assignment, and scheduling within the CMMS
- Coordinate and plan trades, grounds, and custodial customer work requests through department managers and supervisors including both planned and unplanned requests, preventative maintenance, deferred maintenance, work scheduling, campus projects, contract coordination, and special projects
- Monitor and report status on work in progress through the appropriate manager, supervisor, or project supervisor/manager
- Conduct analysis of CMMS system performances in order to maximize usage for both the software capabilities and that of staff personnel assigned to facilities
- Review all work orders and work with appropriate supervisor to close all completed work orders
Service And Event Scheduling Oversight:
- Review all services and event requests
- Coordinate the sequencing of work that requires multiple trades with supervisors and service managers to create a master schedule
- Ensure agreed tasks and time lines are uploaded into the system and assigned the respective service unit
- Review time input for all routine work for completeness
- Ensure development and coordination for work estimates, work schedules, and sequence work requirements through the project supervisor/project manager
- Ensure CMMS documentation of requests, projects, and reports with dissemination to managers, project supervisors/manager, and supervisors
- Provide a weekly look ahead schedule for each shop
- Select and schedule work orders from the oldest to the newest
- Review, accept, and assign new work orders appropriately via work control
- Project work orders and deadlines will be scheduled via work control
- Develop preliminary cost estimates of materials and labor to aid customers' decisions on proceeding with a service request or a project
- Enter and post actual materials & labor costs into the CMMS system
- Creates and monitors reports related to FDO labor and material costs
- Oversee work order time schedules and quotes
- Oversee the maintenance of work orders including, but not limited to, all chargeback work orders, memorandum of understanding (MOU) work orders, special projects, and events
- Ensure related costs and appropriate chartfield strings are entered into the CMMS as needed
- Collaborate closely with the department budget analyst to ensure Purchase Orders are aligned with scheduled services
- Ensure accurate reporting for year-end closing; provides reports and information as needed
- Monthly tracking of overtime and labor reporting
- Perform customer service functions, such as responding to customer inquiries relating to service requests and work orders;
- Validate information and research discrepancies
- Use independent discretion and sound judgment to respond to questions from campus departments and auxiliaries, and resolve issues as needed
- Develop and maintain relationships with campus building occupants/liaisons to understand campus and specific building needs
- Ensure campus service level standards are communicated to the campus
- Maintain campus service levels
- Provide customer service and communication as it relates to work orders, request processing, request status, schedules, quality assurance to verify completion of work, and overall workflow
- Meet with customers, as needed, to clarify work requests
- Maintain customer communication interface to scheduling and coordination of work requests with updates as needed
Analysis and Reporting:
- Review open work orders for bottlenecks and identifies work priorities based on university functions; communicates with service units to ensure priorities are shared with shop supervisors
- Compile, organize, analyze, and prepare CMMS billing reports for work orders, auxiliary standing work orders and vehicle usage chargebacks on a quarterly and/or monthly basis
- Analyze work order system (CMMS) data to identify metrics that reflect organizational efficiencies and manners in which such key performance indicators can be improved upon
- Continually assess common practices in CMMS; identifying and prioritizing areas that could be improved upon to improve data integrity and workflow efficiencies
- Initiate, develop, and implement ways to improve processes which contribute to operational efficiency
- Develop and provide meaningful reports to supply analysis of data for both CMMS and contracts
- Make recommendations to improve efficiencies and operations through system queries including work order performance for both planned and unplanned requests, and cost recovery effectiveness where required
- Establish training standards for end users in the proper usage of our CMMS system software to achieve consistent campus customer reporting to facilities completed efforts by customer, building, or department
- Maintain historical CMMS metrics, cost database, and completed work
- Assess/identify training needs related to CMMS
- Plan, develop, and conduct formal work order training sessions, orientations, demonstrations, and tutorials for FDM managers, staff, trades, workers, and the campus community
- Write work management related user documentation, user guides, instructor guides, training outlines, and standard operating procedures
- Provide informal and impromptu training and support to end users via telephone, computer, and in person
- Research, develop, and assist management in creating work management processes and standard operating procedures
- Provide oversight and guidance to the Work Control Support Specialist, front desk Facilities Services Assistant(s) and any Student Assistant(s) in support of work control
- Work with the Work Control Support Specialist to ensure campus event related maintenance and services are planned, coordinated and supported in a timely manner
Other Duties As Assigned.
- A Bachelor's degree or equivalent experience with understanding of facilities management practices with experience in planning, organizing, and providing direction to support staff
- Administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
- Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods
- General knowledge and experience working in an educational facilities management environment and understanding of the scope of services and tasks in the department
- Working knowledge and experience in computerized system programming
- Detailed, organized, and ability to prioritize workload
- Proficiency with Microsoft Suite (e.g., Word, Excel, Outlook, and PowerPoint) and related software
- Possess sound leadership skills, judgment and strong decision-making skills
- Ability to work across multiple levels in the organizations and with ethnically diverse groups
- Ability to communicate effectively both verbally and in writing with staff and management
Preferred Skills and Knowledge
- Three (3) years minimum demonstrated increasing experience working with a facilities department's computer maintenance management system (CMMS)
- Working experience in a university or college environment
- Knowledge and experience using the CMMS to coordinate and schedule multiple tasks
Condition(s) of Employment
Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.
All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.
As an Equal Opportunity Employer, Cal State East Bay does not discriminate on the basis of any protected categories: age, ancestry, citizenship, color, disability, gender, immigration status, marital status, national origin, race, religion, sexual orientation, or veteran's status. The University is committed to the principles of diversity in employment and to creating a stimulating learning environment for its diverse student body.
All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.
Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 Revised July 21, 2017 as a condition of employment.