The Work Control and IT Systems Manager position is responsible for Computerized Maintenance Management System (CMMS) work control, business process analysis, improvement and alignment with technology, and support of all technology as it relates to Facility Services business functions, including all applications, programs, or tools deployed. Responsible for customer service and daily operations communications. The Work Control and IT Systems Manager supervises work control and administrative support positions for the department and has responsibility for accounting and AP functions for operations. The role serves as liaison for required support from the Information and Library Services (ILS) Department, and from outside IT service provider(s) or consultant(s).
The Facility Services (FS) department is a service provider comprised of Facility Services Operations (FSO) and Facility Services Capital Planning and Construction (CPC). FSO and CPC are responsible for the planning, renovation, maintenance and repair of college buildings and facilities.
Job Duties:
Work Control and CMMS Responsibilities:
Responsible for supervision of 3 total full time positions, plus occasional part time or student workers providing CMMS work control oversight and support, business process support and administrative support to the entire Facility Services department and one Logistics Coordinator position responsible for purchasing and supply chain management, inventory and stockroom activities.
Serves as the business owner and primary point of contact with CMMS vendor, scheduling regular check in calls, and developing the capabilities of the solution for deployment.
Administers and oversees the work control center to ensure work orders are created according to departmental guidelines. Monitors and directs staff on the correct creation and routing of work orders.
Monitors customer service as a Key Performance Indicator and helps resolve individual service-related issues as needed; investigate potential causes, communicate with internal front-line service providers and customers on resolution of issues.
Assists in developing and implementing Preventive Maintenance (PM) programs in CMMS for effective work control of PM programs. Measures PM percentages of completion as a KPI. Analyzes and makes recommendations on workload and staffing for PM programs.
Leads technical implementation services for FS; serves as a project manager for the procurement, architecture, data design, interface configuration, testing, deployment, end-user training and maintenance of applications, databases, automation tools, and related IT products.
Working with partners in Information and Library Services, develops interfaces for data access, reporting, analysis and presentation, such as web mapping technologies and reporting tools with user-defined parameters.
Extracts data and develops annual and ad hoc reports including the Annual FS Business Report, Inventory Report, Deferred Maintenance Report, and Sustainability tracking report, Backlogs, and Capital Project requests. Leads work order review meetings between functional area managers and department leadership.
Coordinates end-user training programs and provides on-going support for FS for all applications, programs, or tools deployed and keeps training material relevant and current. This includes the deployment of Mobile Device Management (MDM) managed ipads for 60 staff.
Primary responsibility for customer service in the delivery of all services to campus.
Accounting and Administrative Responsibilities:
Provides administrative oversight of department Operations budgets, including monthly reconciliations, accounts payable, utilities payments and procurement services provided by Administrative staff. Ensures appropriate costs are recorded in the CMMS by staff.
Assists directly with chargeback process, interacts with shops, fund managers and accounting as needed for any operations budget questions or reconciliation issues. Makes recommendations on budget alignment of funds and resource requests during annual budget development process.
Authors and keeps current, comprehensive and organized documentation regarding the operation and maintenance, including, but not limited to: workflows, training material, user guides, standard operating procedures, knowledge transfers and product life cycle plans.
Assists FS management with strategic planning for technology needs and solutions by researching and staying abreast of industry trends, marketplace solutions and emerging technologies.
Serves as FS web content administrator. Maintains all google groups, delegated email accounts, shared google drives, etc.
Serves as a Liaison and partner with campus stakeholders, including Human Resources, Student Affairs, Residence Life, Housing, ILS, DCCE, Campus Safety, Access Control, and others focused on collaboration, communication and shared problem solving.
Minimum Qualifications:
Education
Bachelor’s degree in a related field
Certifications related technology areas preferred
APPA CEFP preferred
Experience
Extensive and comprehensive experience in computer technology areas related to facilities management.
Demonstrated experience supporting Enterprise Asset Management Systems, Computerized Maintenance Systems or Enterprise Resource Planning systems required.
Experience in managing organizational business and financial operations.
Experience in managing direct reports.
Some experience with or general knowledge of AutoCAD and ArcGIS application systems.
Familiarity with operations & maintenance and building systems and capital project business functions are highly desirable.
Direct experience with Brightly Asset Essentials CMMS platform preferred.
Skills and Knowledge
Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
Excellent communication (written, verbal and presentation) skills.
Strong presentation skills and ability to develop dynamic presentations.
Excellent analytical and problem solving skills; ability to synthesize complex or diverse information.
The ability to plan and execute data integrations between business systems and to clearly outline business objectives in a technical implementation plan.
The ability to analyze complex sets of data and synthesize repeatable reporting structures.
Past responsibility for technology troubleshooting with a set of 60 MDM managed ipads and other computer infrastructure, often working with staff who have more limited technology exposure.
Ability to work independently and handle multiple priorities with minimal supervision.
Ability to coordinate, manage, lead and participate in meetings, workshops, etc. in support of systems configurations and business process modeling.
Impeccable organizational (time, task, project management) skills and ability to coordinate resources and staff within the college community.
Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a positive attitude.
Proficiency in basic data management systems and basic computer applications (e.g., Word, Excel, PowerPoint).
Willingness and ability to learn additional applications as needed.
Benefits: Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.
Equal Employment Opportunity Statement:
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu.
About Bates:
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.
Founded in 1855, Bates is one of the nation’s leading liberal arts colleges, with a long history of commitments to principles of human dignity and diversity.Since its inception, Bates has been a coeducational, nonsectarian, residential college with special commitments to academic rigor and to programs and opportunities by qualified learners of all backgrounds. Historically, Bates students and graduates have linked education with service, leadership, and obligations beyond themselves.Bates has highly competitive admission, graduates over 90% of its entering students, and over half of its alumni earn graduate degrees. Bates has 1,700 students, 200 faculty members and 550 staff and administrative employees.The College is proud of its strong involvements in the Lewiston-Auburn communities, Maine’s second largest urban area, with a population of approximately 65,000. Bates is located on a beautiful, 109-acre, traditional New England campus in Lewiston, Maine, a lively small city enjoying an exciting economic and cultural revitalization. With an engaged citizenry, lively arts scene, and historic downtown, this walkable city is 35 miles north of Portland, 140 miles north of Boston, and 340 miles north of New York City.