Maintenance Administrator I

UCAR is excited to announce the job opening for the Maintenance Administrator I.

This position is responsible for supporting the Maintenance Operations Manager in implementing department standards. Monitors workflow and financial performance. Serves as primary administrative backup for the Maintenance Operations Manager. Monitors and validates compliance with UCAR policies, procedures, and timelines, also external contractual requirements and obligations. Actively participates in short- and long-term budget development, forecasting, and analysis. Monitors expenses and cost controls. In cooperation with Manager and Trade Supervisors, coordinates daily operational and administrative activities, including coordinating resource allocation and procurement. Collaborates with the department manager in developing and implementing departmental training programs and tracking progress toward departmental objectives. Serves as backup for all procurement activities. Serves as department lead for most Computerized Maintenance Management Software (CMMS) activities including work request triage, assignment, and follow up; development and input of preventative maintenance schedules, and equipment registration., Procurement Administration

• Coordinates departmental purchasing activities and provides administrative support for procurement, including preparing and submitting purchase requisitions (PRs), tracking purchase orders, processing invoices, reconciling purchasing card (P-card) transactions, and assisting with expense reports.
• Assists maintenance staff with understanding and following UCAR purchasing policies and procedures, referring complex procurement questions to appropriate personnel.
• Provides administrative assistance with project proposal evaluations, including organizing documentation, tracking submissions, and coordinating communications as needed.
• May initiate and collaborate with internal stakeholders on Request for Information (RFI), Request for Quote (RFQ), and/or Request for Proposals (RFP)

Work Order Management

• Effectively utilizes the department’s Computerized Maintenance Management System, including
• Receiving, categorizing, assigning, and following up on work requests
• Developing and inputting preventative maintenance schedules for all areas of Maintenance responsibilities
• Identifies and inputs equipment information into CMMS
• Extract and analyze data for the development of quarterly key performance indicators and annual operating reports and presentations
• Works closely with Facilities Management Business Applications on work order management system maintenance and updates

Budget Development, Forecasting, and Monitoring

• Support the annual budget planning for Fiscal Year activities by providing input and advice with reference data on procurement administration.

Operational Activities

• Administers daily operational and administrative activities of the Maintenance Operations department in coordination with the department manager.
• Assists the department manager in developing, reviewing, and updating the annual operating plan, long-range operating plan, and service level agreements.
• Assists in developing, reviewing, and maintaining department policies, procedures, and standard operating procedures.
• Serves as first responder to non-medical incidents and may serve as incident commander for emergency situations within the FM division; provides incident reports to the Rapid Response, Crisis Management, and UCAR Executive Teams as warranted.
• Maintains availability as an escalation contact; carries a UCAR-provided cell phone.
• Analyzes and reports on workplace hazards and infrastructure-impairing events.

Personnel Administration

• Responsible for understanding and appropriately implementing HR policies at the organizational unit level.
• Forecasts staffing requirements, ensuring training and development. Develops and coordinates action-oriented activities to address training and development needs. Works with management to monitor and evaluate performance.
• Initiates personnel actions and may serve as point person for the unit’s hiring. Interprets HR policies and procedures and can provide guidance and/or training to Maintenance employees
• Participates in the development of employee training programs and professional development

Department Liaison

• May represent the department in making effective recommendations on division, entity, or institution-wide committees.
• Serves as a participating member of the Safety and Security Committee, attending standing meetings and providing input.

Program Management

• Advises management on matters within areas of responsibility and supports implementation of business and operational initiatives.
• Assists in developing and maintaining Maintenance Operations standard operating procedures
• Serves as department point of contact and administrative backup when the Maintenance Operations Manager is unavailable.
• Provides guidance to junior Maintenance administrative personnel
• Responsible for coordinating and monitoring temporary labor support as needed

• Bachelor’s degree in a relevant academic discipline plus two years of relevant experience, or an equivalent combination of education and experience.
• Familiarity with Facilities Management Programs

Knowledge, Skills, and Abilities:

• Must be experienced in MS Word Applications, Google Business Management applications, familiar with work order management applications, incident reporting applications, parts inventory management applications, key management applications, preventative maintenance scheduling applications, and other software systems applicable to Facilities Management.
• Experience with budget development and analysis, cost control, and project accounting for multiple accounts.
• Ability to confidently and effectively apply organizational, entity, division, and department procedures across a variety of operational circumstances
• Ability to analyze situations quickly and make sound decisions in high-pressure situations.
• Effective oral and written communication and interpersonal skills.
• Advanced knowledge of English composition; grammar, spelling, punctuation, and usage.
• Computer literacy in a networked environment, including proficiency in the use of spreadsheet, word processing, database, and accounting reporting system software.
• Knowledge of a broad range of administrative functions, e.g., budget, space and facilities planning, proposals and grants, staffing.
• Demonstrated ability to maintain confidentiality and use discretion when handling sensitive information.
• Knowledge of basic human resources administration.
• Basic familiarity with Carpentry, Paint, Electrical, Mechanical, Grounds maintenance functions, and contractor contract management, * Project Management Training, certifications
• 2 or more years’ experience in Contract Management
• 2 or more years’ experience in Financial Management

Knowledge, Skills, & Abilities:

• Knowledge of Archibus workplace management system
• Experience with custodial program management
• Specialized knowledge of government and institution contract requirements, policies and procedures.
• Experience using artificial intelligence (AI) tools to improve administrative efficiency, streamline workflows, and support data analysis and reporting.

UCAR offers a comprehensive benefits package: health insurance, dental, retirement plan, leave plans, tuition assistance, and employee assistance programs:

• Medical, Dental, Vision, and Short & Long Term Disability Insurance
• Generous retirement plan - UCAR contributes of 10% of eligible pay
• Time Off Plans
• Minimum 20 days of annual PTO
• 10 paid holidays
• 12 weeks of paid parental leave
• FAMLI Leave
• Tuition Assistance Program
• Public Service Loan Forgiveness (PSLF) eligible employer