Work Coordinator / Office Assistant - Facilities Services Student Employee
Department:
Facilities Services Work Coordination CenterSpecial Instructions to Applicants:
When applying you will be required to attach the following electronic documents:
- A Resume
- Two professional references
For additional information please contact: Katy Pope at [email protected]
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 2 years.
This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions (as per Voluntary and Compulsory Driver Standards OSU Standard 125-155-0200) as per OSU Standard 576-056-0000 et seq.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
Note: All job offers are contingent upon Human Resources final approval
Job Description:
This recruitment will be used to fill two part-time (a maximum of 24 hours per week) Work Coordinator / Office Assistant - Facilities Services Student Employee for the Facilities Services Work Coordination Center at Oregon State University (OSU).
The student WCC Office Assistant performs a limited range of routine clerical/secretarial tasks in direct support of campus, department, or unit programs and operations. The work performed requires a basic knowledge of institution programs or operations.
This position will assist Work Coordination Center staff in daily operations.
Position Duties:
The student employee will provide administrative and data support to the Work Coordination Center (WCC). This position will assist with maintaining accurate information in the department’s Computerized Maintenance Management System (CMMS), processing work requests and providing general support to the WCC team. Typical duties include greeting walk-in customers, answering phones, monitoring and replying to emails, work order creation, clerical duties and other duties as assigned.
Work Order and CMMS Support
- Enter, update and maintain work order information in the CMMS.
- Review work requests for completeness and accuracy.
- Assist with assigning and routing work orders to the appropriate department or work group.
- Update work order status, notes and other information as directed.
- Search the CMMS to locate work orders, building information and other records.
- Assist with data entry and maintaining accurate records.
- Run basic reports and compile information from the CMMS.
- Identify missing or incorrect information fix or bring it to the attention of WCC staff.
Customer and Office Support
- Answer incoming calls to the Work Coordination Center and serve as a first point of contact for maintenance and service requests. Gather the necessary information from customers, enter work requests into the CMMS and route requests to the appropriate work group or staff member.
- Respond to routine questions regarding work requests and work order status.
- Communicate with customers and staff in a professional and helpful manner.
- Assist with processing emails and other requests received by the WCC.
- Maintain electronic and paper records as needed.
- Make copies, scan documents and perform other general office tasks.
Data and Administrative Support
- Enter information from various sources into databases and spreadsheets.
- Maintain logs and tracking information.
- Assist with basic reports, spreadsheets and data cleanup.
- Proofread and review information for accuracy.
- Assist with special projects and other administrative tasks as assigned.
Other Duties
- Perform other related duties in support of the Work Coordination Center as assigned.
Transferable Skill Development
OSU is committed to ensuring students are prepared for success after graduation through intentional skill development as student employees. The competencies students develop while working at OSU are defined by the National Association of Colleges and Employers (NACE) as the essential skills employers seek in their hires. In this position, students learn and build vital career-readiness skills in the primary areas below:
Communication, Critical Thinking, Teamwork, Technology, Leadership
Qualifications:
Full Employment Eligibility Requirements can be found here: https://hr.oregonstate.edu/student-employment-manual/500-employment-eligibility-requirements
- Must be academically enrolled in a high school, community college, or university and pursuing a program or course of study
- Must meet Academic Standing Requirements; students on academic suspension are not eligible for employment
- Must meet the applicable minimal enrollment standard
- High School student: Regularly enrolled in a high school or participating in a home-schooling program
- Undergraduate and post-baccalaureate student: 6 credit hours per term
- Undergraduate international student: 12 credit hours per term*
- Graduate student officially admitted to Graduate School: 5 credit hours per term
- Graduate international student officially admitted to Graduate School: 9 credit hours per term*
*International students may be allowed to carry fewer hours than specified above and still be considered “full-time” by the United States Citizenship and Immigration Services (USCIS). A reduced course load is approved by the Office of International Services (OIS) and must be provided to the Student Employment Center.
Additional Required Qualifications:
- This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 2 years.
- This position requires driving a University vehicle or a personal vehicle on behalf of the University; therefore, the incumbent must successfully complete a Motor Vehicle History Check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions (as per Voluntary and Compulsory Driver Standards OSU Standard 125-155-0200) as per OSU Standard 576-056-0000 et seq.
Preferred Qualifications:
- Prior customer service experience
- Work management software experience
- Office experience
Working Conditions/Schedule:
• Anticipated hours per week: up to 24 hours- Monday - Friday
• Between the hours of 8 AM - 4:30 PM