Careers at UMass Amherst

UMass Amherst is requiring COVID-19 vaccinations for all UMass Amherst employees. Individuals may apply for a religious or medical exemption from the COVID-19 vaccine requirement. More information regarding the University’s COVID-19 vaccination policies can be found at the UMass Amherst COVID-19 Information page or HR Fall 2021 website.

Clerk IV- Facilities Operations

Apply now Job no: 510425
Work type: Staff Full Time
Location: UMass Amherst
Department: Facilities Operations
Union: USA/MTA
Categories: Facilities/Grounds

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

This position operates with considerable independence to lead the 24/7/365 operation of the Facilities Operations Center.  Primary responsibilities include supervision of the Operations Center with core activities related to residence hall and family housing emergency maintenance processing and card access system monitoring.  Areas of responsibility include, but are not limited to dispatching field personnel; coordination of maintenance personnel callbacks; operations of communications equipment; and the production of logs and reports related to on-shift activity. 

 

Supervision

  • 2 FTE Students

 

Essential Functions

  • Serves as the sole full-time administrative staff member on assigned second and third shift weekend and holiday duty.  Responsible for evaluating all after-hours concerns received via phone and the online maintenance request system, and determining and initiating appropriate actions to remedy concerns.  Remedies include the assignment of tasks to maintenance, custodial, and contractor personnel, determination of callbacks, and notification of affected residents and staff based on protocol.
  • Receives and relays maintenance trouble calls to personnel in the field; communicates request detail to appropriate personnel and agencies, including Facilities Operations, University of Massachusetts Police Department (UMPD), Physical Plant, Simplex and Environmental Health & Safety (EH&S).
  • Maintains manual and on-line service logs; produces and issues work orders using The Maintenance Authority (TMA), which is a Computerized Maintenance Management System (CMMS) database program.  Performs data entry into the program as required.
  • Performs office coordination functions such as reception, referral, radio base station operation, office supply requisitions and cooperative office coverage in order to facilitate communications and support delivery of services.
  • Compiles activity and analysis reports related to residence hall and family housing maintenance using TMA.
  • Maintains manual and on-line service logs; produces and issues work orders using TMA and the CMMS database program.
  • Prepares and produces Maintenance and Operations correspondence, reports, charts, graphs, forms and financial data through the use of computers and associated software, calculator, photocopier, and other equipment.
  • Supervises and trains reporting student staff.
  • Collaborates in training new full-time staff on off-shift protocols and responsibilities.
  • Supports Clerk V and Facilities Operations Administrator as required.
  • As required, attends workshops, classes, or training sessions to advance skills and knowledge in areas such as computers, software/programs, management, interpersonal, and supervision skills.
  • Serves as a member of the Residential Life Facilities Operations team to develop, review and modify RLFO goals, policies, and priorities designed to enhance staff and operational effectiveness. Collects data for research projects and prepares reports for Clerk V and Facilities Operations Administrator.
  • Performs related work as required; attends appropriate staff development and skills training sessions as required. 
  • Works shifts as assigned, including weekends and holidays.

 

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

  • High School diploma or equivalent.
  • Ability to work under pressure in a fast paced environment with ability to multi-task, think critically, and problem solve.
  • Extensive office experience to include knowledge of generally accepted offices practices and procedures, office management, supervision of staff, and the operation and application of various office machines.
  • Proficiency in the use of computers for word processing, spreadsheet applications, database management and data entry.
  • Ability to exercise sound judgement and discretion in the handling of confidential information.
  • Ability to understand and carry out oral and written instructions.
  • Ability to make mathematical computations and compile statistical reports accurately and with reasonable speed.
  • Ability to understand and communicate work related repair and maintenance information.
  • Ability to work independently.
  • Knowledge of business English, spelling and arithmetic.
  • Ability to supervise, assign, and review work of student staff, which includes the planning and assigning of work, and assessing of training needs.
  • Ability to organize, plan and complete work assignments with minimal direction.
  • Willingness to accept new projects or tasks.
  • Ability to work and communicate with diverse populations.
  • Time management skills.

 

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

  • Knowledge and skills in personal computer use including the use of complex spreadsheets, database software and hardware and equipment.
  • Remain current with the changing software applications utilized by Residential Life Facilities Operations
  • Supervisory skills.
  • Knowledge of University, Residential Life and Student Affairs policies, procedures, and protocols.
  • Knowledge of the operations of a large, campus-based residential system.
  • Ability to utilize and apply technology resources, such as SPIRE, HR Direct, macros, and queries to facilitate and accomplish tasks.

 

Physical Demands/Working Conditions

  • Sitting, Standing, Typical Office Environment Activity

 

Additional Details

  • This position is classified as essential for all university emergency closings
  • Works shifts as assigned, including off-shift, weekends and holidays necessary to supporting a 24/7/365 operation.

 

Work Schedule

  • Thursday through Monday, 3pm to 11pm (2nd Shift)

 

Salary Information

  • Pay Grade 13 plus Shift Differential (2nd Shift)

 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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