Facilities Operations Rep

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UNIVERSITY OF MIAMI SCHOOL OF LAW

OFFICE OF FACILITIES

POSITION DESCRIPTION

Facilities Operations Representative

(TEMPORARY POSITIONS)

POSITION SUMMARY: The Facilities Operations Representative is responsible for performing all facilities related functions including preparation and completion of work orders, event set-ups and maintenance of storage facilities. Responsible for all incoming and outgoing mail for the School of Law and the Law Library. This position monitors in-house requests through the on-line EMS Events Calendar and Track-It system to ensure timely support and resolution. This position performs a variety of general duties that include interior and exterior building and classroom inspections, event setups, classroom setups, moving of furniture, and minor fixtures repairs, deliveries, and moving and maintaining comprehensive inventory of in-house and off-site archived documents. Individual also assists with installation of artwork and banners. This position manages material availability and inventory, including sensitive key inventory. The Facilities Operations Representative acknowledges, fulfills and closes work order requests on a daily basis. The Facilities Operations Representative works with minimal supervision, but in a collaborative environment. The Facilities Operations Representative is responsible for performing support functions in assigned areas to maintain a clean, safe, and functional condition of the School of Law complex. The position performs a variety of general duties that include providing administrative support to the Building Facilities Manager including tracking and follow-up, generation of reports, verification to ensure proper billing, courteous and informative telephone and e-mail responses. Performs other duties as assigned.

REPORTING RELATIONSHIP: Reports to the Building Facilities Director

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Keeps classrooms organized and stocked with teaching supplies Mondays through Fridays. Performs furniture setups for events, classrooms, offsite facilities, office moves, and rearrangements for functions as required. Checks the facilities help desk Track-IT system for assignments.

• Checks the EMS master event calendar system for assignments. Prints, notates completion or action necessary to complete, and updates the online system with time resolution, and date completed.

• Performs and completes interior and exterior building inspection checklist on a weekly basis. Notates action items requiring resolution. Completes classroom inspection checklist on a daily basis. Notates action items requiring resolution. Ensures all fire exits and hallways are maintained clear and items are disposed off in a timely manner.

• Maintains on-site and off-site storage rooms in an organized manner in order to retrieve requests, updates spreadsheets, and follows document retention destruction schedule.

• Ensures that confidential, sensitive information and data of the School of Law, students (exams), faculty (evaluation), and employees are secured and disposed of in accordance with the School of Law policy guidelines established by each business unit. May be required to use own vehicle to retrieve items from offsite locations.

• As requested, provides on site building coverage for School of Law events, and/or in the event of emergencies, and/or as directed by the School of Law Disaster Recovery Team outside of the regular work schedule to include before and after hours, weekends, and holidays. Must respond timely to calls during these events.

• Responsible for the daily, multiple deliveries and collection of all mail for the School of Law community including the sorting of all first class mail, bulk mail and packages for all departments within the School of Law and the Law Library and the collection and distribution of mail to student organizations. Communicates information about mail services, policies and procedures directly to faculty, administrators and other members of the School of Law community, as required. In addition, the Facilities Service Representative coordinates delivery and pick-up for express mail service carriers and prepares international packages for Federal Express, UPS, RPS, and other Services. Prepares international packages and air bills for faculty, as requested.

• Data input, monitoring and support of the EMS Event calendar, Track-it, and iServiceDesk workorder facilities systems.

• Delivers paper and other consumable supplies to School of Law offices.

• Checks building restrooms two times per week to ensure cleanliness and adequate supplies. Generates work order request if action is necessary. Completes inspection report during each visit

• Takes pictures and updates the Security and Facilities Department Photos folder for Risk Management with updated pictures of office furniture and fixtures.

• Maintains and controls sensitive key inventory.

• Coordinates and performs disposal of confidential materials.

• Performs other duties, tasks and special requests as required, assigned or directed.

SECONDARY DUTIES & RESPONSIBILITES

• On occasions, utilizes maintenance equipment, to include but not limited to hand tools and light power tools, ladders, and standard office equipment.

• Position requires the ability to stand and/or walk for long periods of time. Position requires lifting (20lbs to 60lbs), carrying (10lbs to 45lbs), push and pull of heavy objects (10lbs to 60lbs); all these include but are not limited to furniture (Chairs, Tables, Filing Cabinets, Bookshelves), etc. and other fixtures.

• On occasions will need to travel to off-site locations as required or scheduled.

EDUCATION AND EXPERIENCE

• High School Diploma and minimum 1 year work related previous experience preferably in building maintenance or equivalent; candidates pursuing a higher education (college degree) or specialized certificate (s) in relevant field (s) highly desirable.

• Excellent English skills (both verbal and written) required.

• Good interpersonal skills to interact with faculty, instructors, administrative staff, library staff, student organizations, over 1000 students, third party individuals, including Physical Plant and university's contracted janitorial personnel.

• Good organizational skills with the ability to handle multiple priorities and demanding deadlines.

• Knowledge of a variety of hand and power tools.

• Knowledge of MS Word, Excel, Outlook.

The University of Miami is an Equal Opportunity Employer

• Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Temporary

• Charge Back (Fixed Term)

Pay Grade:

A4