Administrative Aide - Building Maintenance - Facilities & Services

$57,000 - $62,000/Yr

University of Illinois - Urbana, IL

Full-time - Entry Level

Urbana, IL

Educational Services

About the position

The Administrative Aide for Building Maintenance at the University of Illinois at Urbana-Champaign plays a crucial role in supporting the Preventive Maintenance Program. This position involves data entry, record keeping, and collaboration with various departments to ensure adherence to maintenance schedules and compliance with regulations. The aide will assist in maintaining records, preparing estimates, and managing schedules for inspections and maintenance activities.

Responsibilities

• Assist in reviewing maintenance schedules and work with Facilities and Services Maintenance Division Shop Forepersons on adherence to schedules associated with the preventive maintenance activities.
• Assist in maintaining a preventive maintenance system manual outlining an equipment naming scheme, equipment classification guide, preventive maintenance schedule, and estimated costs of maintenance.
• Maintain preventive maintenance records within the AiM database.
• Work with Facilities & Services Maintenance Division Shop Forepersons and departmental Facility Managers in identifying and scheduling preventive maintenance activities for newly acquired equipment.
• Assign funding sources associated with preventive maintenance activities based on organization and responsibilities of the Maintenance Division, and cost apportionment between Facilities & Services and the Urbana-Champaign campus departments as outlined in the Campus Administrative Manual.
• Assist in reporting on manpower needs and costs associated with preventive maintenance activities.
• Assist in performing annual reviews of preventive maintenance activities for Facilities & Services and campus departments.
• Assist in preparing estimates for preventive maintenance activities as needed.
• Create appropriate work orders for items that are funded by the Facilities and Services Maintenance Department.
• Assist in maintaining a schedule for the boiler and pressure vessels which includes inspect and re-inspect dates, state id numbers, location, and types of equipment.
• Communicate with the State Fire Marshal's Office, the state inspector, and the Hartford Steam Boiler inspector to ensure all vessels are issued a Certificate of Inspection.
• Process and track invoicing related to pressure vessels.
• Assist in maintaining a schedule for the elevator, dumb waiters and lift inspections done by a third party inspector and an elevator mechanic.
• Communicate with the Office of the State Fire Marshal, third party Elevator Inspection Company and the Elevator Shop Foreperson to ensure proper inspection documentation and application for Certificate of Operation are accurate and up to date.
• Process and track invoicing related to the elevator inspections.
• Additional duties as assigned.

Requirements

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years (60 months) from the following categories: college course work in business, finance, accounting or a related field; progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles.

Nice-to-haves

• Two years of service scheduling experience working in a major Preventive Maintenance Program.
• Two years of experience monitoring budget expenditures for a major Preventive Maintenance Program.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities