Clerk IV (Work Management Specialist)

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued-and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.

Job Summary

The Work Management Specialist coordinates, processes, and monitors scheduling and work management systems for facilities and campus services. They are the primary contact for building occupants and responsible for building maintenance communications; administers procedures and training for new users; ensures proper utilization of the computerized maintenance management system (CMMS); provides reports and statistical data from the work management systems.

Essential Functions

• Manages the daily functions of the Facilities and Campus Services CMMS (Computerized Maintenance Management System) by working closely with Directors, Managers, Supervisors of Janitors (SOJ), and Institution Maintenance Foremen (IMF) to ensure work orders are up-to-date, inventory is correct, and work orders are closed as required.
• Analyzes and plans maintenance, repairs, and construction work order priorities; determines available staff schedules in coordination with IMF.
• Audits open campus work orders in computerized maintenance management system (CMMS), identifies training needs, manages open jobs, and analyzes loads of different trades/departments to properly allocate staff resources.
• Acts as the point of contact for building maintenance communications including disruptions and interruptions of service, entrance to residence space, access impairments.
• Processes and initiates purchases with Central Stores; ensures purchases are assigned to appropriate work orders; processes requisitions and delivery order forms through approval process for purchase order creation.
• Liaises with Communications Manager, Customer Service and F&CS management staff to disseminate campus impact notifications; collaborates with the Customer Service staff to identify priorities and improve customer service.
• Updates training documents regularly to ensure accurate, consistent, and current messaging; communicates system wide changes to Building Maintenance staff; provides guidance on processes and procedures relating to CMMS use and provides training to new CMMS users.

Other Functions

• Performs other duties as assigned.
• Supervises 3-5 student employees.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High School Diploma or equivalent.
• Two (2) years customer service experience.
• Valid Class D Drivers' License.
• Strong organizational and computer skills with attention to detail with the ability to complete assignments quickly while balancing the demands of concurrent and potentially competing projects.
• Strong interpersonal skills with the ability to work both independently and as part of an effective team with a highly cooperative and collaborative work style.
• Contributes to the creation of a respectful, inclusive environment that is supportive of diversity.
• Uses access to sensitive and/or not yet public university-related information only in the performance or the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

Experience in higher education.

Work Schedule

• Monday - Friday.
• 7:00am - 3:00pm.

Salary Information

Grade 13

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.