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Work Process Administrator

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Please see Special Instructions for more details.

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Position Details

Position Information

Position Title Work Process Administrator
Department Facilities Operations and Management
Position Number 0411301
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Position Purpose

Responsible for the timely and efficient processing of all work requests received into Facilities Operations & Management (FO&M) Work Processing Center. Responsible for creating and updating preventive maintenance work orders. Enters labor time into the work processing database and reconciles the time entered to Kronos time. Assists with Access Control and key distribution. Serves a key customer service role within the FO&M office. Serves as a Dispatcher for immediate maintenance calls, ensuring timely and appropriate communication to/from FO&M employees.

Dartmouth’s Campus Planning and Facilities Division is responsible for planning, design, construction and operation of Dartmouth’s buildings, campus landscape and infrastructure. Dartmouth’s facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces.

Skills & Knowledge
  • Excellent communications and interpersonal skills with the ability to interact with diverse College constituencies.
  • Excellent organization and time management skills.
  • Excellent customer service skills. Comfortable with frequent interruptions to daily work.
  • Attentive to details and interest in providing accurate, clear, and concise results.
  • Demonstrates a high level of concentration while working in a fast-paced, continually changing organization.
  • Ability to handle repetitive work.
  • Ability to handle emergency situations and react in a calm professional manner.
  • Proficiency with facilities work control systems and standard business applications.
  • Comfortable in working with a diverse workforce.
  • Commitment to diversity and to serving the needs of a diverse community.
Minimum Experience
  • Three to five years of experience in the facilities maintenance field or the equivalent.
  • Familiarity with Microsoft Office applications.
Minimum Education
  • High School degree (Associates’s degree preferred) or the equivalent combination of education and experience.
SEIU Level Not an SEIU Position
FLSA Non-Exempt
Employment Category Regular Full Time
Department Contact for Cover Letter Robin Guay
Equal Opportunity Employer

Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.

Special Instructions to Applicants

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Key Accountabilities

Key Accountabilities

Work Processing Function

  • Serves as a point of contact for all service requests submitted to FO&M. Creates work orders within a centralized work processing database, ensuring accurate, complete and timely processing of work orders.
  • Acts as a daily operational point of contact between those who request work orders, and FO&M staff who perform the work. Responds to customer inquiries and researches status of work. Works closely with FO&M supervisors and the Work Process Manager to ensure timely communication and follow-up.
  • Performs quality control functions within the work processing system. Applies best work processing practices as defined by FO&M management and industry standards. Runs management reports and reviews output on a regular basis to verify integrity of the work processing system.
  • Receives Dig Safe requests and ensures timely processing of applications by FO&M, requestors and Dig Safe.
  • Prepares and maintains informational lists such as 911 address report, heat calls, and building contacts.

Dispatch Function

  • Performs the dispatch function by communicating via telephone and radio to dispatch workers across campus. Answers phone calls and provides radio relay to workers. Quickly determines the appropriate employee to contact for specific work tasks, based on knowledge of systems and of workers’ skills. Informs supervisors of dispatched tasks assigned to their staff. Performs nightly reconciliation of cash drawer. Creates a work order in the work processing database for all dispatched calls.

Labor Time Entry Function

  • Posts in an accurate and timely manner the labor time entry for FO&M. Reconciles time entries with the payroll system, Kronos. Contacts the appropriate area when there are discrepancies.

Access Control/Key Distribution Function

  • Distributes keys, maintains key inventory, and prepares bills, as appropriate. Grants electronic access control as directed.

Other Office Duties

  • Works closely with the Campus Services Information Technology (IT) staff on any IT changes. Conducts test scenarios to ensure appropriate and accurate flow of information through the systems, and brings to management’s attention any system irregularities or problems. Helps to troubleshoot solutions to any systems problems.
  • Performs a variety of administrative functions, including maintaining spreadsheets for billing purposes, and inventory of office forms and reordering as needed, etc. Prepares logs and calendars for specific trades processes (i.e. the Genie Lift and shredding pickup), etc.
-- Performs other duties as assigned

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Additional Document #1
  2. Additional Document #2

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