Administrative Assistant

University of Kansas; Tipton; On-site; GBP 39,000 - 60,000; Full time

Benefits offered by this job

Employee benefits

Job summary

The University of Kansas seeks a Work Management Coordinator/CMMS Specialist to manage work requests in Maximo and coordinate campus maintenance. You will serve as the primary contact for KU community service requests and support operations with strong CMMS knowledge.

This role emphasizes data accuracy, process improvement, and collaboration with KU Operations. It requires a valid driver’s license and a Monday–Friday schedule, with benefits including time off and education opportunities.

Qualifications

• Preferred strong organisational and multitasking abilities.
• Excellent written and verbal communication demonstrated in applications and references.
• Exceptional customer service and interpersonal skills.
• Strong attention to detail and data accuracy.
• Experience with maintenance management, work orders, or enterprise systems.
• Ability to work independently while collaborating with others.
• Experience in a college or university setting.

Responsibilities

• Process work and service requests via phone, email, and electronic systems.
• Evaluate, prioritise, and initiate work within Maximo with documentation.
• Gather information from requestors for incomplete items.
• Assign requests to personnel and attach required documentation.
• Monitor statuses and communicate progress to stakeholders.
• Coordinate emergency responses and outages with affected parties.
• Explain maintenance vs billable work to departments and facilitate requests.
• Provide system data, reports, and operational information to management.
• Support users navigating CMMS workflows at all stages.

Skills

Organisational skills

Multitasking

Communication

Customer service

Attention to detail

Maintenance systems

Independence & collaboration

University setting

Education

High school diploma or GED or 1 year college

Tools

CMMS/Maximo

Job description

Position Overview

The Work Management Coordinator/CMMS Specialist plays a critical role in ensuring efficient service delivery by managing work requests within the Computerized Maintenance Management System (CMMS), Maximo. This position serves as a primary point of contact for facility service requests from the KU community and helps coordinate maintenance activities across campus. This position requires the operation of work issued vehicles and tools.

Work Schedule: Monday through Friday, 7:30 a.m. to 4:00 p.m.

Operations Business Office within KU Operations provides general oversight for most departments within Operations, including financial oversight, capital project audits and organizational efficiency. KU Operations supports KU’s mission of learning, scholarship, and creative endeavour by providing the visible and behind-the-scenes services that make possible the university’s academic and research missions.

KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options, and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities.

Tuition assistance offers up to 12 credit hours per year for employees and Employee Dependent Tuition Assistance Scholarship (EDTAS) award opportunities! Details available at: https://humanresources.ku.edu/tuition-assistance

KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard, and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things.

KU is not able to provide immigration sponsorship for this position.

40% CMMS Operations and Service Coordination

• Receive and process work and service requests submitted through various communication channels, including phone, email, and electronic systems.
• Evaluate, prioritize, and initiate work and service requests within Maximo, ensuring accurate and detailed documentation.
• Gather necessary information from requestors when work and service requests are incomplete.
• Assign work and service requests to appropriate personnel and ensure all required documentation is attached and available to responsible service teams.
• Monitor and update work and service request statuses and communicate progress to campus stakeholders.
• Recognise emergency situations, initiate appropriate response procedures, and coordinate communications with affected individuals and departments.
• Collaborate with KU Operations staff to coordinate notifications related to building and maintenance emergencies, utility outages, equipment failures, and building system disruptions.
• Serve as a resource to departments by explaining maintenance‑related versus billable work and service requests, clarifying potential charges, and facilitating the appropriate request process.
• Provide system data, reports, and operational information to Operations management and staff as requested.
• Support users in navigating CMMS workflows, processes, and system functionality throughout all stages of the work and service request lifecycle.

30% Data Management and System Integrity

• Monitor, audit, and maintain CMMS data to ensure accurate work and service order classifications, priorities, asset assignments, locations, bill types, cost centres, and financial coding.
• Review and correct system errors, duplicate requests, and inconsistent data.
• Collaborate with the Operations Financial team to verify cost centres, funding information, and billing details for service requests.
• Work closely with the Work Management Supervisor and other team members to identify and implement system improvements.
• Coordinate with University stakeholders regarding equipment status, testing requirements, and operational updates.

25% Administrative and Operational Support

• Verify funding sources and process labour charge adjustments as requested by Accounting, managers, and supervisors.
• Serve as a receptionist and central communications resource for the department.
• Direct incoming calls, screen inquiries, and route communications appropriately.
• Maintain a professional and customer-focused approach when assisting faculty, staff, students, and external partners.
• Serve as part of the after‑hours phone rotation, responding to outage notification outside of normal business hours according to established schedules and protocols.
• Assist with onboarding and training of new Work Management employees.
• Support ongoing training for managers, supervisors, and operational staff related to CMMS usage, communication protocols, and work management procedures.
• Provide backup support for the Work Management Supervisor and team during absences.
• Contribute to process improvement initiatives that enhance efficiency, service quality, and communication throughout Campus Operations.
• Assist with vendor scheduling for housing maintenance.

5% Additional Responsibilities

• Perform other duties as assigned to support departmental and organisational objectives.

Position Requirements

1. Primarily sedentary work, involving sitting for extended periods.
2. Occasional walking to different locations within the office or campus.
3. Ability to lift and carry light objects, such as files or documents, if needed.
4. Valid driver’s licence at the time of hire and through duration of employment.

Required Qualifications

1. High school diploma or GED equivalent and one (1) year of experience in general office, clerical, administrative support, customer service, or related work experience; OR one (1) year of post-secondary education.
2. One (1) year of experience using computer systems, databases, or business software applications as demonstrated through application materials.

Preferred Qualifications

1. Strong organisational and multitasking skills as evidenced by application materials.
2. Excellent written and verbal communication abilities as evidenced by application materials and references.
3. Exceptional customer service and interpersonal skills as evidenced by application materials and references.
4. Strong attention to detail and commitment to data accuracy as evidenced by application materials.
5. Experience working with maintenance management, work order, or enterprise systems.
6. Experience that required the ability to work independently while collaborating effectively with others.
7. Experience working in a college or university setting.

Contact Information to Applicants

Tanya Childers
[e-mail]

Work Schedule

M-F 7:30am - 4:00pm

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, colour, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university’s programmes and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the non‑discrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, [e-mail], Room 1082, Dole Human Development Centre, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.