Clerk IV (Work Management Specialist)

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Work Management Specialist (Clerk IV) coordinates, processes, and monitors scheduling and work management systems for facilities and campus services. They are responsible for the maintenance and coordination of the TMA database that is utilized for all Facilities work orders. Through the TMA database the specialist produces and creates reports and lists for current work orders and preventative maintenance requests. They are the point of contact for their assigned Zone teams and meet daily with their teams to assign and distribute work tasks. 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 TMA system.

Essential Functions

• Determines and assigns All Hazard Reviews (AHR) as appropriate.
• Initiates Environmental Health and Safety (EH&S) protocols for mold, asbestos or air quality if reporting comes through CMMS work request portal.
• Will attend and be certified in OSHA, Lead, Mold and Asbestos training through Environmental Health and Safety.
• Manages the daily functions of the Facilities and Campus TMA System by working closely with Directors, Managers, SOJ's and IMFs to ensure work orders are up-to-date, inventory is correct, and work orders are closed as required.
• Analyzes requests and determines priorities for work orders for Zone with IMFs and/or Manager using shift log data, new incoming request and emerging issues.
• Monitors and manages pending, billable and all hazard review, finished work request buckets in TMA.
• Monitors Work Management email inbox for Moving and Surplus Equipment Disposal (SED) requests, responds to general inquiries and assigns as appropriate.
• Liaises with Communications Manager, Facilities Management, EH&S, F&CS management staff and other Facilities and Campus Services partners to disseminate emergency notifications, campus impact notifications and service interruption notices.
• Disseminates emergency notifications to building coordinators and residential occupants as well as permission to enter and/or scheduling entry into residential living spaces during business hours.
• 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 TMA use and provides training to new TMA users.
• Manages the billable speed type for work orders ensuring proper charges to Facility projects.
• Responsible for coordinating and training technicians for the Facilities Management mobile device implementation ensuring the correct processing of mobile device work orders and supporting device needs as they arise.
• Sets up individual's browser to reflect that technician's assigned workload.
• Produces and audits reports and excel sheets regarding zone workloads and disseminates tasks appropriately.
• Supports special projects, from scheduling to execution, ensuring Facilities requests are managed efficiently and within a set timeframe.
• Operates motor vehicle to work sites as needed.

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 of related 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.
• 37.5 hours per week.

Salary Information

USA/MTA 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.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.