Office Operations and Technology Coordinator

This position develops, implements, manages, and coordinates operations and technology-related policies and processes at the Office of Public Safety. This position also has supervisory duties.

This is a full-time, exempt, 12-month position with benefits. Benefits include: medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

The full job description is available at: www.bitly.com/OTC080118

This posting was posted on August 3, 2018 and applications will be accepted on a rolling basis until the position is filled.

Responsibilities:

• Develop, implement, manage, and coordinate operations and technology-related policies and processes at the Office of Public Safety. (This is referred to herein as “areas of responsibility.”) Specific areas of responsibility include the University’s building access control system, fire alarm systems, dispatch recording and logging systems, portable radios, University’s video recording systems, University’s identification card printing systems, and Public Safety’s website.

• Continuously improve the stability and performance of areas of responsibility. As needed, develop new equipment and technology implementation plans, including testing procedures to ensure operational reliability.

• Responsible for appropriate documentation of Public Safety equipment and technology configurations, procedures, and policies as needed. Develop and implement training programs in areas of responsibility. Ensure knowledge transfer of expertise.

• Analyze policies and processes for effectiveness, and lead update and change efforts as needed to make policies and processes more effective. Ensure compliance with University policies and processes.

• Collaborate with other campus community members (areas, departments, employees, and others) to resolve matters, interpret policies, and resolve or mediate complex and sensitive matters related to areas of responsibility.

• Serve as Public Safety liaison to the Office of Information Services to: ensure continued and effective operation of Public Safety technologies, applications, and tools; implement or upgrade solutions, proposals and planning of new solutions; and address specific or unique requirements of Public Safety related to technology needs.

• Represent the Office of Public Safety with internal and external constituencies and organizations with regard to areas of responsibility.

• Provide advice to internal and external constituencies and/or organizations; act as subject matter expert in areas of responsibility.

• As needed, gather and analyze information and develop reports and presentations.

• Provide responsive and transparent support to ensure excellent customer service. Help maintain a team-oriented atmosphere.

• May act as designee for Director of Public Safety as requested.

• As assigned, supervise regular and/or student employees, including overseeing all aspects of hiring, expectation setting, mentoring, work assignments, performance management and evaluations, and disciplinary processes.

• May make evaluations and provide recommendations for improving equipment, technologies, systems, and procedures. May conduct research related to vendors and negotiate with vendors.

Other duties as relevant to the duties of the position or as assigned by supervisor or supervisor’s designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Requirements:

Education and Experience

• Required: four years directly relevant experience.

• Preferred: associate’s degree or bachelor’s degree in relevant field.

• Preferred: prior experience in higher education and public safety office.

• Preferred: experience working with subject matter experts and vendors to identify, recommend, and implement technology-based solutions.

Knowledge, Skills and Abilities

• Proficiency with computers, technology devices, software, and applications at level of proficiency appropriate for the position’s duties. Ability to learn and use new technologies, software, and applications at level of proficiency appropriate for the position's duties.

• Strong abilities with developing, implementing, and coordinating business processes and project management.

• Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements.

• Ability to prioritize, multitask, and meet deadlines. 

• Excellent organizational skills and attention to detail.

• Excellent analytical and problem solving skills.

• Ability to conduct research and present data in a clear and persuasive manner.

• Excellent verbal and written communication skills. 

• Ability to routinely and independently exercise sound judgment in making decisions. 

• Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.

• Excellent customer service and interpersonal skills.

• Professional demeanor and ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies and processes. Ability to work effectively with various constituencies including students, the general public, faculty, staff, administrators, alumni, and other members of the UP community.

• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.

Please see full job description (link above) for information about physical requirements, working conditions, work standards and statement about reasonable accommodations.

Supplemental Questions

1. What is your motivation in applying for this position and working at the University of Portland?

2. Please describe your strongest work-related skills. How do these skills fit into the requirements for this position?

3. What are work-related skills that you need to grow or improve? Is there an aspect of this position that you feel you need to learn or grow into?

4. What is your experience working with technology? What types of technology have you utilized previously?

5. What is your experience supervising staff?

6. The Public Safety Office needs to be staffed 24 hours per day, 7 days per week, 365 days per year. Let’s say that hypothetically, one staff member cannot be assigned her usual overnight work shift because of an approved leave. This necessitates assigning other current staff to those overtime hours. All other staff have expressed concerns that they cannot help work those additional hours because of personal situations. How would you address or resolve this situation?

7. What skills and experiences do you have that are applicable to project management?