This position provides administrative support to Facilities Management’s Energy Management Department and works closely with and reports to the Energy Administrative Manager. The person in this position helps to ensure the efficient and effective operation of the department.
Responsibilities: Provides assistance to the Administrative Manager and departmental staff regarding workflow, document processing, and providing customer service.
CMMS processing including entering, updating and validating records, running routine reports; generating work orders; and updating/maintaining database; communications; ordering office and operating supplies; scanning, photocopying and mail distribution; meeting scheduling; processing accounting documents; electronic filing.
Supports technology including mobile and desktop applications in GIS, IWMS and time management.
Creates and maintains databases and lists using MS Office Suite, Google Suite and reporting software.
Creates customized reports including ad-hoc reports for the engineers, trades and administration.
Researches, gathers and organizes data from several different existing FM and University databases.
Other customized databases and reports include phone lists, building lists, key and UCard information, engineer project and activity tracking.
Maintains material and equipment records for office equipment. Maintains mobile devices including ordering, distribution, maintenance, replacement, and reconciling invoices.
Assists in website development.
Assists in creating, posting and submitting Energy metrics and reports.
Provides customer service duties including responding to requests for information from internal and external customers (engineers, architects, vendors, trades, administration, finance, academics, students) regarding utility issues, status of projects and general utilities inquiries.
Supports new employee onboarding. Explains policies and procedures related to workflow, administration and operations.
Responds to and researches Energy employees’ inquiries regarding University policies and procedures.
Supports development and maintains standard operation procedures for office administration.
Maintains the general appearance of the Energy Management office area to present a neat and professional atmosphere.
Performs other general office duties and works on projects as assigned.
Work Environment: Work is performed in an office setting.
High school diploma/GED and four years of professional office work experience.
Training/education may be substituted for some of the years of experience.
Advance skills in the use of word processing, spreadsheet, graphics presentation, and database software for Windows (MS Office Suite, Google Suite) and reporting.
Experience working with confidential and sensitive information is required.
Knowledge, Skills and Abilities:
Familiarity with computerized maintenance management systems (CMMS), maintenance processes. Preferred: knowledge of GIS and IWMS.
Knowledge of building systems, equipment, and service delivery.
Knowledge and skill in materials procurement.
Proven customer service orientation with highly refined communication skills.
Ability to manage data including gathering and analyzing information.
Ability to work both independently making complex decisions and as a team player in a fast-paced, deadline driven environment.
Ability to effectively work with others.
Excellent communication skills; verbal and written, with the ability to communicate with a diverse population including engineers, trades, academics, etc.
Organization and time management skills with ability to prioritize tasks to meet deadlines.
Ability to maintain confidentiality.
Ability to develop and maintain electronic filing systems.
Internal Number: 334986
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.