Administrative Aide - Building Maintenance - Facilities & Services
University of Illinois

Job Info

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Administrative Aide - Building Maintenance - Facilities & Services

Facilities & Services

Job Summary
The Administrative Aide is responsible for the reporting and record keeping associated with the Preventive Maintenance Program. This includes data entry necessary for the creation of assets, PM standards and PM templates and the maintenance of these modules within AiM.

Duties & Responsibilities

• Assist in reviewing maintenance schedules and work with Facilities and Services Maintenance Division Shop Forepersons on adherence to schedules associated with the preventive maintenance activities.
• Assist in maintaining a preventive maintenance system manual outlining an equipment naming scheme, equipment classification guide, preventive maintenance schedule, and estimated costs of maintenance.
• Maintain preventive maintenance records within the AiM database.
• Work with Facilities & Services Maintenance Division Shop Forepersons and departmental Facility Managers in identifying and scheduling preventive maintenance activities for newly acquired equipment.
• Assign funding sources associated with preventive maintenance activities based on organization and responsibilities of the Maintenance Division, and cost apportionment between Facilities & Services and the Urbana-Champaign campus departments as outlined in the Campus Administrative Manual.
• Assist in reporting on manpower needs and costs associated with preventive maintenance activities.
• Assist in performing annual reviews of preventive maintenance activities for Facilities & Services and campus departments.
• Assist in preparing estimates for preventive maintenance activities as needed.
• Create appropriate work orders for items that are funded by the Facilities and Services Maintenance Department.
• Assist in maintaining a schedule for the boiler and pressure vessels which includes inspect and re-inspect dates, state id numbers, location, and types of equipment. Communicate with the State Fire Marshal's Office, the state inspector, and the Hartford Steam Boiler inspector to ensure all vessels are issued a Certificate of Inspection. Process and track invoicing related to pressure vessels.
• Assist in maintaining a schedule for the elevator, dumb waiters and lift inspections done by a third party inspector and an elevator mechanic. Communicate with the Office of the State Fire Marshal, third party Elevator Inspection Company and the Elevator Shop Foreperson to ensure proper inspection documentation and application for Certificate of Operation are accurate and up to date. Process and track invoicing related to the elevator inspections.
• Additional duties as assigned.

Additional Physical Demands
Work Environment:
1. The environment of the office is the same as normally found in an administrative office. Field work may involve exposure to heat, dust, dirt, and height.

Physical Demands:
1. This position requires performance of physical tasks other than those normally provided by administrative office personnel. i.e.: Visits to job sites located in mechanical space including roof top applications. Activities may result in a need to climb ladders or enter quarters with limited space. Stress levels associated with the position are elevated at times due to workload and demand for immediate action concerning maintenance functions and/or personnel.

Minimum Qualifications

• High school graduation or equivalent
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • college course work in business, finance, accounting or a related field:
    • 60 semester hours or an Associate's degree equals one (1) year (12 months)
    • 90 semester hours equals two (2) years (24 months)
    • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
    • Master's degree or higher equals four (4) years (48 months)
  • progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

• Two years of service scheduling experience working in a major Preventive Maintenance Program.
• Two years of experience monitoring budget expenditures for a major Preventive Maintenance Program.

Knowledge, Skills and Abilities

• Familiarity with classification of building systems and components.
• Strong organizational and interpersonal skills.
• Ability to manage multiple priorities simultaneously and meet established deadlines.
• Knowledge of maintenance and construction practices and procedures across a broad range of crafts or disciplines, including structural, mechanical, and electrical.
• Knowledge of State and Federal regulations and compliancy in relation to conveyances, pressure vessels, fire/sprinkler systems.

Appointment Information

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. The budgeted salary range for the position is $57,000/year to $62,000/year. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on December 5, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact oliverl@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1027889
Job Category: Professional and Administrative
Apply at: https://jobs.illinois.edu

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