Facilities Dispatch

University of Colorado | CU Denver
Department: Facilities Management
Job Title: Facilities Dispatch (Administrative Assistant III)
Position #212406 – Requisition #19996
Primary Work Location: Denver Campus

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The University of Colorado Denver seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

Who We Are:
As Colorado’s public urban research university, the University of Colorado Denver educates a diverse student body through quality academics, ambitious research, creative work, and civic engagement in the city we call home. CU Denver graduates gain the powerful combination of immersive classroom and real-world experience that are in demand today. The city benefits from well-educated, top talent and a new generation of knowledge that fuels the future of Denver and our region. We are CU in the City.

CU Denver offers more than 100 degree programs, from the bachelor’s to the doctoral level, in the heart of downtown. Here, more than 15,000 students pursue academic programs that range from global energy management to music industry studies to criminal justice. As part of the state’s largest public university system, CU Denver is a major contributor to the Colorado economy, with nearly 2,500 employees and annual economic impact of $800 million.

The Facilities Management department at the University of Colorado Denver Campus has an opening for a full-time, State Classified Facilities Dispatch (Administrative Assistant III) position.

Job Summary:
Provides customer service to internal and external customers and technical program support, guidance, finance reports and information to staff and management for several Facilities Management systems including: Computerized Maintenance Management System (CMMS) “Maximo”, Millennium access control program, Denver campus parking management program, event management system (EMS) and the customer service center desk.

Examples of Work Performed:
Access Control for Denver Camus Buildings (20%)

• Assigns access levels to cards
• Schedules space (classrooms and conference rooms for class and meetings, elevators) access through the software communicates with Register’s office
• Defines access groups i.e. students, faculty, or event based and build access groups based on need
• Enters data in software to meet customer/department needs
• Runs reports for investigations

Maximo (CMMS) Program Operation (40%)

• Provides primary Maximo support for the Denver campus work groups and back-up for AMC work groups.
• Queries Maximo database for date entry errors, analyzes the cause and decides best path forward
• Receives service requests via phone, email, and online service request.
• Generates new work orders with the appropriate information and dispatches to the correct workgroup.
• Receives expense information and records the allocations in Maximo
• Reviews monthly expense allocations for all card holders, and instructs on correcting errors to ensure accounting accuracy
• Generates performance metric reports to distribute to management staff for performance evaluation
• Produces weekly budget/expense analysis report for DC BMO operations and reports the findings to management

Parking Management for DC Building Garages (15%)

• Conducts monthly parking audit
• Assigns parking spaces to new customers
• Locates alternate spaces for parkers when maintenance activities or emergencies require vacating assigned spaces
• Audits and reports the voucher ticket inventory and balance
• Processes parking citations written by security

Financial Reporting (5%)

• Creates financial reports for departments
• Reviews staff expense reports
• Generates monthly upload and other reports as needed
• Audits staff purchase reports for accuracy between Concur and Maximo programs

General Clerical and Customer Interface (10%)

• Provides general information
• Resolves customer complaints and requests
• Assists with contractor service
• Issues keys
• Provides back up phone services for AMC CSC operations
• Evaluates postings and monitors posting date expiration

Event Management Scheduling Program Support (10%)

• Serves as the department operator for the EMS program
• Checks EMS reservations and ensures access is provided for events
• Confirms services through daily review of reservations
• Responds to customer questions and resolving access issues

Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours per week worked as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:

• Three years of general clerical experience, including one year of working with a web-based program or database.
• Substitution: College or university course work may substitute on a year-for-year basis for the general clerical experience, but not for the one year of specific experience.

Preferred Qualifications:

• Experience working with enterprise asset management software, such as Maximo
• Experience working with event management software
• Experience working in a facilities management department
• Experience working in an institution of higher education

Conditions of Employment:

• Must be a resident of the State of Colorado at the time of application
• Must possess and maintain a current, valid State of Colorado Driver’s License
• Must be willing and able to pass a criminal background check, motor vehicle check and drug test
• Subject to pre-employment, post-accident or incident or reasonable suspicion drug and alcohol testing per UCD Facilities Operations Department Policies
• Must be willing and able to stand and walk on a constant basis with or without accommodation
• Must be willing and able to bend and reach above shoulders on a frequent basis with or without accommodation
• Must be willing and able to lift and carry up to 10 pounds on a constant basis with or without accommodation
• Must be willing and able to use manual dexterity, eye/hand coordination and near vision on a constant basis
• Must be willing and able to use vision, hearing and verbal communication on a constant basis

Competencies:

• Excellent customer service skills
• Outstanding oral and written communication skills
• Ability to verify the accuracy of your work
• Excellent interpersonal skills
• Proficiency in Microsoft Office
• Ability to multi-task
• Outstanding attention to detail
• Ability to work independently
• Ability to establish rapport with individuals from diverse backgrounds and ability to interact effectively with all levels within the University
• Ability to take direction/follow instructions and use independent judgment to coordinate various projects and meet multiple deadlines
• Analytical and problem solving skills
• Ability to effectively encourage compliance with processes, policies, and procedures
• Time management and ability to prioritize are key

Additional Information:

• Please click here for information on disability accommodations: http://www.ucdenver.edu/about/departments/HR/jobs/Pages/JobsatCUDenver.aspx
• Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.
• The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.
• The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.
• Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.
• Benefits: https://www.cu.edu/employee-services/benefits.
• Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation