TMA Administrator

The Facilities Management Department is seeking a dynamic, detail oriented, highly organized individual with database administration experience to join their front office team. This person must be able to work both independently and as part of the team. Responsibilities include planning, implementation, upgrade and support of software applications within Facilities Management; specifically, the computerized maintenance management system used to document all repairs, projects, preventative maintenance and purchases throughout campus. Additionally, this position is responsible for design, development and implementation of data reporting, while providing procedural and technical guidance to unit staff. The administrator is responsible for data entry management of new locations, maintenance, equipment, tasks, schedule, etc.) and any data related to system improvements. This position is part of Facilities Management Administrative office and therefore will be responsible to support front coverage as needed; answering calls, processing work orders and general front office coverage.

Official UW title and job description: Application Administrator II (IT109)

QUALIFICATIONS

Minimum / Required

• Demonstrated knowledge of principles, practices and methods of database structures, operating systems and networks

• Demonstrated problem-solving skills

• Demonstrated knowledge of MS Office Suite applications

• Skilled in oral and written communications

• Customer-service mindset

Highly Desired

• Bachelor’s Degree in Information Technology, Information Systems or Business-related field

• Experience in an analytical role, or equivalent combination of education and experience

• Knowledge of relational database and query concepts

• Demonstrated knowledge of writing MSQL queries, report writing, and auditing data

RESPONSIBILITIES

Design, implement, upgrade, support and maintain the computerized maintenance management system (CMMS)¿ – 85%

• Create and update access permissions, user accounts and dashboards to maintain application security through user profile management

• Monitors and maintains performance metrics for application features; recommends and takes corrective/preventative actions.

• Coordinates and monitors updates and the installation of updates, upgrades and patches

• Provides technological expertise and leadership for the CMMS and associated software modules and applications

• Review, assess and ensure data integrity, accuracy, standardization, and timeliness for the work order process

• Maintains service request application through the i-Service desk; providing technical support for service request conversions to work orders and customer communication

• Collaborate with supervisors and develop preventative maintenance schedules including specific mandatory service activities

• Coordinate the testing and installation of all new upgrades

• Manage the work order chargeback process in consultation with Facilities Management Business Manager

• Provide software training for new employees

• Develop and maintain electronic training manuals for all processes within CMMS

• Coordinate training on new module implementations

• Modify building structural, mechanical, and electrical systems data in collaboration with Engineering department and supervisory management for all buildings and equipment on campus

Front Office Support – 10%

• Answer incoming telephone calls from internal and external customers

• Process work requests and close work orders in the CMMS database

• Issue campus keys to incoming customers

• Respond to calls regarding building emergencies

• Issue fleet vehicle keys to incoming customers

Collaborate with Learning and Information Technology Department (LIT) – 5%

• Coordinate software updates and patches and upgrades

• Act as liaison between TMA Systems (3rd party CMMS vendor) and LIT when upgrading systems

• Adhere to and promote campus security policies and procedures

DEPARTMENT INFORMATION

The Facilities Management Department is a service unit that reports to the Vice Chancellor of Business, Finance, and Administrative Services and provides many services to the UW-Stout campus including building and grounds maintenance, facility modifications and improvements, custodial services, snow removal, landscaping, campus planning & engineering, construction management, purchasing, fleet services, key management, campus inventory management, campus heat/steam production and chilled water, building openings and closings, event setup and teardown, moving services, trash and recycling collection, etc.

The mission of Facilities Management is to provide quality service in an efficient, professional manner while being fiscally responsible to ensure campus safety and comfort. Our focus is to continually improve and ensure customer satisfaction.

INSTITUTIONAL OVERVIEW

An innovative leader within the University of Wisconsin System, the University of Wisconsin-Stout offers an unparalleled career-focused education that integrates applied learning, theory and research and real-world experiences to prepare our students for the future. At UW-Stout, our students think and do from day one, and we’re proud to produce lifelong learners, ethical leaders and responsible citizens who succeed in a global society.

UW-Stout is recognized nationwide for its operational excellence. We were the first and remain the only four-year public higher education institution in the nation to receive the Malcolm Baldrige Award, and we are dedicated to a process-improvement model that leverages the power of data and the value of our people. We believe in critical thinking and fact-informed decision making. We pursue sustainability in form and function and collaborate across campus and with our partners to solve problems in industry and society. And providing an equitable, diverse and inclusive environment for our faculty, staff and students to live, learn and work is a top priority.

We offer 47 undergraduate, 21 masters and 3 advanced programs and more than 30 certificate options in Art, Design & Graphics; Business & Management; Education; Human & Social Sciences; Information Technology & Communications; and Science, Engineering & Math. Our first-class digital infrastructure and learning environments provide our nearly 8,000 students with every avenue to explore and personalize their success. And we invest in people who share our vision to advance our position as Wisconsin’s only Polytechnic University and as a regional, national and international leader in higher education.

Be a part of the future at UW-Stout. Learn more at https://www.uwstout.edu/about-us.

University of Wisconsin-Stout is located in Menomonie, Wisconsin, a community an hour east of Minneapolis-St. Paul. A pillar of Wisconsin’s Chippewa Valley and recognized as one of the best small towns in America, Menomonie provides an idyllic combination of natural beauty, outdoor recreation, boutiques and arts and culture with access to a metropolitan area. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

ADDITIONAL INFORMATION

Minimum annual starting salary of $47,000; commensurate with finalist’s qualifications and experience. The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees.

• Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/quickguidefasl.pdf

• Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

Must be authorized to work in the United States. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

APPLICATION INSTRUCTIONS

Complete applications received by end of day, May 8, 2023 are ensured full consideration. Applications submitted after 5/8/23 may be reviewed at the discretion of the search committee.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

1. Cover letter (* See below)

2. Resume

3. Names and contact information for a minimum of three (3) professional references

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants will need to complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Heidi Gutting

Phone: (715) 232-2598

Email: guttingh@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Jacob Fox

Email: foxjac@uwstout.edu

Job Family: Staff