Technology Coordinator and Functional Administrator for O&M (Re-Announcement)
College of Charleston
Charleston, SC
Full-time
Information Services / Technology (IT)
Posted on March 13, 2023
POSTING INFORMATION
Internal Title
Technology Coordinator and Functional Administrator for O&M (Re-Announcement)
Position Type
Classified
Faculty / Non-Faculty / Administration
Non-Faculty
Pay Band
5
Level
1
Department
Building and Equipment Maintenance
Job Purpose
The Operations and Maintenance (O & M) Functional Administrator and Technology Coordinator provides support, training and technical advice necessary for the daily operations of Facilities Management and oversees the data and reporting integrity of the AiM work order system. Manages and oversees the O&M module in the AiM IWMS (integrated workplace management system). This position works closely with operations and maintenance personnel, as well as facilities planning to improve performance and efficiency through/of the AiM IWMS. Will be the direct liaison to the Campus IT Department for all computer and electronic concerns of Facilities Management, and will assist Facilities Management staff with computer, software and telephone issues. Responsible for all distribution and maintenance of all electronic devices used by all department associates. Responsible for providing IWMS initial training to new employees, training on any upgrades, and providing continuous training of the IWMS for Facilities Management staff.
Minimum Requirements
High school diploma and 2 years of increasingly responsible computer and software administrative experience is required. Computer hardware, software, and reporting experience related to operating an IWMS is preferred.
Must have valid SC driver's license, or the ability to obtain one within 30 days of employment, as the employee will be required to drive state vehicles to when needed to travel to off campus locations. Candidates with an equivalent combination of experience and/or education are encouraged to apply.
Required Knowledge, Skills and Abilities
Superior knowledge and experience with computers and software programs to include Word, Excel, Publisher, and Power Point, and Acrobat. Must have superior working knowledge of Work Order Management Systems, such as AiM IWMS, School Dude, TMA, etc. in Windows and iOS operating systems. Must be proficient in website editing. A working knowledge of Java, and Cognos reporting is a plus. Must have the ability to coordinate and prioritize heavy workloads and perform multiple tasks/assignments with competing priorities and deadlines. Must be analytical, detail oriented, and possess strong organizational and people skills. Must have excellent communication and training skills and be able to communicate patiently and effectively both orally and in writing.
Additional Comments Regarding Position
Must be able to work the hours of 7 a.m. to 3:30 p.m. Monday – Friday. Must be reliable and have good attendance. May be required to be on campus prior to and immediately following all emergencies such as hurricanes, floods, snow/ice storms, etc.
Special Instructions to Applicants
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.
*Salary is commensurate with education/experience which exceeds the minimum requirements.
Offers of employment are contingent upon a successful background check.
All applications must be submitted online https://jobs.cofc.edu.
Salary
*$35,361 - $44,558
Posting Date
12/12/2022
Closing Date
03/31/2023
Open Until Filled
No
Posting Number
2022227
EEO Statement
The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.
Quicklink for Posting
https://jobs.cofc.edu/postings/13216
Job Duties
Job Duties
Activity
1. Manages and oversees the O&M module in the AiM IWMS (integrated workplace management system). Responsible for ensuring Facilities Operations, AiM compliance with relevant departmental policies and procedures. Ensures all Facilities Operations employees are following the O&M policies and procedures. Ensures technicians, supervisors, and managers have proper AiM training to perform their duties. Develops and delivers necessary training for new employees, on-going staff training and for any system upgrades. Coordinates and conducts Facilities Operations staff training related to AiM O&M business processes, policies, and technical skills. Works closely with FM Employee Services to ensure sign in sheets are submitted and AiM training attended by employees is appropriately documented.
Follows up with Facilities Operations staff after training to ensure clear understanding for appropriate operation and usage of the AiM O&M Module. Performs routine quality checks on AiM O&M data, creating, refining, and utilizing reports to provide recommendations that assure and improve efficiency/productivity and improve data and system integrity. Performs quality assurance on completed work orders to ensure they contain all the necessary information and documentation. Analyzes data reported in AiM and communicates shop performance levels and standards to appropriate Facilities Operations supervisors and management. Reviews and analyzes any work order or system backlogs to identify cause, taking appropriate action to remain within manageable limits. Serves as main contact for personnel regarding questions by phone or email, relating to technical support for FM AiM users and campus-wide users of the Customer Request Portal, Event Survey, and Satisfaction Survey.
Maintains FM website and collaborates with Administrative Assistant to VP for FM, as well as IWMS Administrator on content. Creates AiM reports for FM Directors and VP as requested. Receives system enhancement requests from FM and collaborates with Facilities Planning to determine ways to implement requests. Leads and coordinates routine annual AiM outage maintenance activities. Maintains the work order system including updating the schedules for preventive and corrective maintenance.
Essential or Marginal
Essential
Percent of Time
60
Activity
2. Analyzes, initiates, and oversees installation of telephones, voicemail boxes, computers, cell phones, iPads and computer equipment throughout FM. Maintains an inventory of all assets and evaluates computer/technology needs and initiates computer replacement and procurement. Surpluses outdated and faulty equipment according to the appropriate procurement policy. Maintains accurate inventory listing of all technology equipment to include computers, scanners, printers, cell phones, iPads, work order gadgets, etc. Serves as liaison to IT Helpdesk and Telephone Services. Works closely with both departments regarding telephone and technology needs for FM and makes appropriate recommendations for improvement. Reviews cellular phone monthly bills for inappropriate usage and excessive charges. Coordinates training for over 120 new and existing employees on the correct operation of their devices, i.e. iPads, iPhones, laptops, desktops, scanners, webcams, etc. Troubleshoots operational issues with computers and other electronic devices and coordinates with IT to address any issues that can't be resolved. Assists all FM employees with software problems and serves as liaison with IT to resolve issues. Initiates appropriate network access, domain and email accounts for approximately 120 new and existing employees and provides technical training and support to assist with proper access into MyPortal, etc. Tests and maintains audiovisual equipment for two conference rooms and one digital content monitor.
Essential or Marginal
Essential
Percent of Time
15
Activity
3. Plans and coordinates employee training classes for new employees and as requested by individuals, shops or departments. Researches and compiles relevant information for meetings and briefs supervisors on important issues, upgrades and changes. Communicates departmental information to supervisors and attends at least one morning supervisors meeting weekly.
Essential or Marginal
Essential
Percent of Time
15
Activity
4. Maintains Facilities Management list serve to keep current as employees leave and are hired. Participates on committees, projects, and task forces as appropriate. Coordinates with IWMS Administrator on O&M training processes and has input into decisions that affect the department as related to AiM and upgrades/replacements of electronic devices. Communicates pertinent information as appropriate to ensure that departmental commitments/responsibilities are met.
Organizes and completes assigned work in accordance with designated schedules and goals.
Essential or Marginal
Essential
Percent of Time
10
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Internal Title
Technology Coordinator and Functional Administrator for O&M (Re-Announcement)
Position Type
Classified
Faculty / Non-Faculty / Administration
Non-Faculty
Pay Band
5
Level
1
Department
Building and Equipment Maintenance
Job Purpose
The Operations and Maintenance (O & M) Functional Administrator and Technology Coordinator provides support, training and technical advice necessary for the daily operations of Facilities Management and oversees the data and reporting integrity of the AiM work order system. Manages and oversees the O&M module in the AiM IWMS (integrated workplace management system). This position works closely with operations and maintenance personnel, as well as facilities planning to improve performance and efficiency through/of the AiM IWMS. Will be the direct liaison to the Campus IT Department for all computer and electronic concerns of Facilities Management, and will assist Facilities Management staff with computer, software and telephone issues. Responsible for all distribution and maintenance of all electronic devices used by all department associates. Responsible for providing IWMS initial training to new employees, training on any upgrades, and providing continuous training of the IWMS for Facilities Management staff.
Minimum Requirements
High school diploma and 2 years of increasingly responsible computer and software administrative experience is required. Computer hardware, software, and reporting experience related to operating an IWMS is preferred.
Must have valid SC driver's license, or the ability to obtain one within 30 days of employment, as the employee will be required to drive state vehicles to when needed to travel to off campus locations. Candidates with an equivalent combination of experience and/or education are encouraged to apply.
Required Knowledge, Skills and Abilities
Superior knowledge and experience with computers and software programs to include Word, Excel, Publisher, and Power Point, and Acrobat. Must have superior working knowledge of Work Order Management Systems, such as AiM IWMS, School Dude, TMA, etc. in Windows and iOS operating systems. Must be proficient in website editing. A working knowledge of Java, and Cognos reporting is a plus. Must have the ability to coordinate and prioritize heavy workloads and perform multiple tasks/assignments with competing priorities and deadlines. Must be analytical, detail oriented, and possess strong organizational and people skills. Must have excellent communication and training skills and be able to communicate patiently and effectively both orally and in writing.
Additional Comments Regarding Position
Must be able to work the hours of 7 a.m. to 3:30 p.m. Monday – Friday. Must be reliable and have good attendance. May be required to be on campus prior to and immediately following all emergencies such as hurricanes, floods, snow/ice storms, etc.
Special Instructions to Applicants
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.
*Salary is commensurate with education/experience which exceeds the minimum requirements.
Offers of employment are contingent upon a successful background check.
All applications must be submitted online https://jobs.cofc.edu.
Salary
*$35,361 - $44,558
Posting Date
12/12/2022
Closing Date
03/31/2023
Open Until Filled
No
Posting Number
2022227
EEO Statement
The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.
Quicklink for Posting
https://jobs.cofc.edu/postings/13216
Job Duties
Job Duties
Activity
1. Manages and oversees the O&M module in the AiM IWMS (integrated workplace management system). Responsible for ensuring Facilities Operations, AiM compliance with relevant departmental policies and procedures. Ensures all Facilities Operations employees are following the O&M policies and procedures. Ensures technicians, supervisors, and managers have proper AiM training to perform their duties. Develops and delivers necessary training for new employees, on-going staff training and for any system upgrades. Coordinates and conducts Facilities Operations staff training related to AiM O&M business processes, policies, and technical skills. Works closely with FM Employee Services to ensure sign in sheets are submitted and AiM training attended by employees is appropriately documented.
Follows up with Facilities Operations staff after training to ensure clear understanding for appropriate operation and usage of the AiM O&M Module. Performs routine quality checks on AiM O&M data, creating, refining, and utilizing reports to provide recommendations that assure and improve efficiency/productivity and improve data and system integrity. Performs quality assurance on completed work orders to ensure they contain all the necessary information and documentation. Analyzes data reported in AiM and communicates shop performance levels and standards to appropriate Facilities Operations supervisors and management. Reviews and analyzes any work order or system backlogs to identify cause, taking appropriate action to remain within manageable limits. Serves as main contact for personnel regarding questions by phone or email, relating to technical support for FM AiM users and campus-wide users of the Customer Request Portal, Event Survey, and Satisfaction Survey.
Maintains FM website and collaborates with Administrative Assistant to VP for FM, as well as IWMS Administrator on content. Creates AiM reports for FM Directors and VP as requested. Receives system enhancement requests from FM and collaborates with Facilities Planning to determine ways to implement requests. Leads and coordinates routine annual AiM outage maintenance activities. Maintains the work order system including updating the schedules for preventive and corrective maintenance.
Essential or Marginal
Essential
Percent of Time
60
Activity
2. Analyzes, initiates, and oversees installation of telephones, voicemail boxes, computers, cell phones, iPads and computer equipment throughout FM. Maintains an inventory of all assets and evaluates computer/technology needs and initiates computer replacement and procurement. Surpluses outdated and faulty equipment according to the appropriate procurement policy. Maintains accurate inventory listing of all technology equipment to include computers, scanners, printers, cell phones, iPads, work order gadgets, etc. Serves as liaison to IT Helpdesk and Telephone Services. Works closely with both departments regarding telephone and technology needs for FM and makes appropriate recommendations for improvement. Reviews cellular phone monthly bills for inappropriate usage and excessive charges. Coordinates training for over 120 new and existing employees on the correct operation of their devices, i.e. iPads, iPhones, laptops, desktops, scanners, webcams, etc. Troubleshoots operational issues with computers and other electronic devices and coordinates with IT to address any issues that can't be resolved. Assists all FM employees with software problems and serves as liaison with IT to resolve issues. Initiates appropriate network access, domain and email accounts for approximately 120 new and existing employees and provides technical training and support to assist with proper access into MyPortal, etc. Tests and maintains audiovisual equipment for two conference rooms and one digital content monitor.
Essential or Marginal
Essential
Percent of Time
15
Activity
3. Plans and coordinates employee training classes for new employees and as requested by individuals, shops or departments. Researches and compiles relevant information for meetings and briefs supervisors on important issues, upgrades and changes. Communicates departmental information to supervisors and attends at least one morning supervisors meeting weekly.
Essential or Marginal
Essential
Percent of Time
15
Activity
4. Maintains Facilities Management list serve to keep current as employees leave and are hired. Participates on committees, projects, and task forces as appropriate. Coordinates with IWMS Administrator on O&M training processes and has input into decisions that affect the department as related to AiM and upgrades/replacements of electronic devices. Communicates pertinent information as appropriate to ensure that departmental commitments/responsibilities are met.
Organizes and completes assigned work in accordance with designated schedules and goals.
Essential or Marginal
Essential
Percent of Time
10
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * How did you hear about this employment opportunity?
- Chronicle of Higher Education
- CofC - Alumni Career Services
- College of Charleston Website
- Diverse: Issues in Higher Education
- Glassdoor
- Handshake
- HigherEdJobs
- Indeed.com
- Internal Job Posting
- jbcjobs (Joint Base Charleston Military & Family Readiness)
- Job Fair
- Monster.com
- Personal Referral
- Post and Courier
- Public Job Posting
- SC Government Website (Neogov)
- SC Works (SC Department of Employment and Workforce)
- Word of mouth
- Other
Required Documents
- Resume
- Cover Letter / Letter of Application
- Other Document
- Other Document 2
- Other Document 3