Auxiliary Services Officer (Assistant Operations & Maintenance Manager)

University of Hawaii

Part-time,Full-time - Mid Level

Onsite

Educational Services

About the position

The Auxiliary Services Officer (Assistant Operations & Maintenance Manager) at the University of Hawai'i Maui College is a full-time permanent position responsible for overseeing the Operations & Maintenance (O&M) Computerized Maintenance Management System (CMMS) and its associated functions. This role involves training and educating staff, managing new user setups, and ensuring that the CMMS is fully functional and updated with the latest version. The officer will manage work order processing, including generation, distribution, and closure, and will create reports as required under the direction of the Auxiliary Services Manager. Additionally, the officer will generate preventative and predictive maintenance work orders, communicate with campus users and IT for training and upgrades, and implement updates for permitting, contracts, and safety programs on the CMMS scheduler. The position requires daily communication with O&M staff and leadership, evaluating the CMMS for recommendations to enhance system capacity and capability. The officer will act as a backup to the Auxiliary Services Manager during absences and will need to understand the processes and operations of all O&M functions, including janitorial services, building maintenance, landscaping, and facilities services. Responsibilities also include supervising custodial and grounds staff, assisting with project management for campus improvement projects, and managing the oversight of campus O&M documentation and certifications. The officer will perform general office management tasks, assist in developing O&M policies and procedures, and support the Human Resources department with various deliverables. The role also involves processing purchase orders, procurement, invoicing, and maintaining equipment inventory. The officer will prepare and present training for campus users regarding O&M standard operating procedures and will be responsible for organizing and maintaining good housekeeping methods and techniques. Other duties may be assigned as necessary.

Responsibilities

• Oversee Operations & Maintenance (O&M) Computerized Maintenance Management System (CMMS) and associated functions.
• Manage Work Order (WO) processing including generation, distribution, and closure.
• Create reports as required under the direction of the Auxiliary Services Manager.
• Generate Preventative (PM) and Predictive (PdM) maintenance WO processing and scheduling.
• Communicate with campus users, IT, and UH Systems for training and upgrades of CMMS system.
• Implement and update renewals such as permitting, contracts, and safety programs on CMMS scheduler.
• Work and communicate daily with O&M staff and leadership.
• Evaluate CMMS for recommendations to improve system capacity and capability.
• Act as backup to Auxiliary Services Manager during absence or leave.
• Understand processes and operations of all O&M functions including janitorial and building maintenance.
• Assist with oversight, planning, scheduling, and direction of O&M functions.
• Supervise Custodial and Grounds staff and work with O&M Department supervisors.
• Assist ASM with project management of assigned Campus Improvement Projects.
• Plan, schedule, design, and implement campus projects.
• Work with consultants, UH System Engineers, Contractors, and Vendors under the direction of the ASM.
• Manage and organize campus O&M documentation and certifications.
• Perform general office management and administrative functions as assigned.
• Assist with the development of O&M policies and procedures.
• Support UH Maui College Business office in procurement processes and invoicing.
• Prepare and present training regarding Operations & Maintenance Standard Operating Procedures.
• Organize and maintain good housekeeping methods and techniques.

Requirements

• Possession of a baccalaureate degree in Business Administration, Project Management, Facilities Management, or related field.
• Three (3) years of progressively responsible professional experience in Facilities Management Operations or Project Management.
• Considerable working knowledge of Computerized Maintenance Management Systems or Facilities Maintenance Systems.
• Understanding of applicable federal and state laws related to Project Management or Inventory Control.
• Ability to resolve complex problems using creative reasoning and logic.
• Ability to interpret and present information clearly in writing and verbally.
• Ability to establish and maintain effective working relationships with various stakeholders.
• Proficiency in operating personal computers and Microsoft Office Suite.

Nice-to-haves

• Knowledge of the Family Educational Rights & Privacy Act (FERPA) regulations.
• Experience using and extracting data from a student information database in a college/university setting.
• Proficient with computer software applications for data spreadsheets and presentations.
• Experience with University of Hawaii Banner Student Information System.
• Basic web programming experience.

Benefits

• Salary commensurate with education and experience.
• Full-time permanent position with potential for career advancement.