Summary

Job Summary

Facilities Management at CU Boulder encourages applications for a Work Management Coordinator! This role will be responsible for the process, procedures, implementation, and maintenance of the integrated work management software system for the Operations division within Facilities Management (FM). The position manages and maintains the Preventative Maintenance (PM) Program, Equipment Database, and work order processes within AssetWorks (AiM).

The system provides FM staff and our CU campus customers an intuitive interface using mobile and desktop platforms, integrated time reporting for payroll and customer billing, improved access to current and historical information and metrics, process automation and streamlined workflow, predictive maintenance, and expanded customer communication options. AiM sends work orders to technicians, provides automatic billing and cost distributions to departments, and captures labor and material costs for our campus buildings. The system also tracks over 13 million gross square feet of campus space and occupancy, supports a PM program for equipment and building systems, runs inventory and allows tracking of keys across campus.

This role supports the FM Operations' Work Management Team. Additionally, this position functions as a Procurement Coordinator for in-house Trades-specific projects. The incumbent will work closely with FM Trades personnel, the Project, Design and Construction division and the Small Construction Team through various projects. This position requires knowledge of Trades expertise and the CUB construction process to operate autonomously.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

Facilities Management is responsible for the overall physical development and maintenance of campus. The mission of the department is to provide a safe physical environment that promotes the advancement and transfer of knowledge!

Responsibilities

What Your Key Responsibilities Will Be

Integrated Work Management System Preventive Maintenance

• Be the primary point of contact for preventive maintenance schedule changes. Build, recommend, modify, and maintain the processes and procedures necessary to implement and operate a functional and highly effective PM program and work order system. Research PM program procedures for application and modification to University programs and provide recommendations to Trades leadership on potential improvements. When necessary, correct weekly issued PM routes and work orders to follow current work management processes.
  
  

Asset Management

• Build, modify, recommend, and maintain the equipment database. Research and modify the current equipment system program and procedures for application to the University resources. Make recommendations and modify the equipment database to support FM’s effort to establish a functional resource database. Provide system and ad hoc reports to users as needed.
  
  

Procurement Coordination & Support

• Function as a Procurement Coordinator for FM Trades-specific projects. Figure out the best avenue of procuring services essential to projects while ensuring compliance of documentation, including contracts, Notices to Proceed, Notices of Acceptance, etc. Be responsible for conducting daily Project Support Team meetings and manage project-related issues for FM Trades personnel by conducting outreach or using software such as Meridian, AiM, Unifier, Enlighten, and CAD programs. Determine training needs surrounding procurement and decide how to best provide training to others. Approve FM Operations purchases for all work units by processing invoices. Determine needs for Environmental Compliance Documents and files them for all work units via the Environmental Health and Safety (EH&S) website and working closely with EH&S to ensure construction compliance on hazardous matters.
  
  

Report Updating & Analysis

• Responsible for updating and analyzing reports and regularly distributes information to FM leadership. Analyze data from reports to identify and propose solutions to FM leadership. Validate financial data with FM Accounting and present results to FM leadership. Based on the reporting and analysis, determine specific costs and cost drivers in collaboration with the Work Process Manager. Based on the Work Process Manager’s repair and replacement schedules, develop cost projections for budgeting by campus building. For PM, provide data for completion rate, work status, and cost estimates versus actual costs. Work collaboratively with the Operations Control Center Supervisor to provide work management data to customers through the Customer Outreach Program.
  
  

Project Asset and Warranty Management

• Assist the Project Support Team maintain accurate warranty information, including contractor information and equipment components. During Document Review, provide work order history for project areas and equipment data. Be the contractor liaison to ensure equipment warranty information is accurate. Perform warranty and equipment information audits.
  
  

Special Events Work Order Creation

• Identify and build work orders for Campus events, including identifying appropriate crews for each project. Coordinate with supervisors to ensure all work orders close within an appropriate time.
  
  

What You Should Know

• This position’s anticipated work schedule is Monday – Friday during regular business hours.
• This role has the ability to be hybrid after training has been completed.
  
  

What We Can Offer

The salary range for this role is $63,000 – $64,500 annually.

Benefits

Benefits

The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .

Be Statements

Be excited. Be unique. Be Boulder.

What We Require

• Bachelor’s degree and 1 year of professional, job-related experience.
• Work experience in the field of work process management, or experience with process development, process analysis, or process management may be substituted on a year-for-year basis for the education requirement.
  
  

What You Will Need

• Proficiency in Microsoft Word & Excel (Pivot Tables, equations, and other functions).
• Strong customer service and organizational skills.
• Great communication skills, including oral and written.
• An ability to work independently and in a team setting.
• Ability to review and understand analytics.
  
  

What We Would Like You To Have

• Customer service experience.
• Experience with CMMS systems at an institutional level.
• Experience with Microsoft Office and Windows operating systems.
  
  

Special Instructions

To Apply, Please Submit The Following Materials

• A current resume.
• Optional : A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
  
  

We may request references at a later time.

Please apply by February 14, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs .