Systems Manger

This position is the primary contact for all Facilities personnel using the system and also the primary contact with Information Technology. This position manages, operates and monitors the IWMS which tracks all work performed by the entire Facilities workforce Total processes approximate $4 to 6 million annually.

This position is also responsible for accessing and maintaining the legacy CMMS known as MAPCON. A copy resides on the University’s file server and data from FY’s 89 through 16 can be accessed.

Responsible for the automated Preventive Maintenance (PM) processes.  Through collaboration with all trades forepersons and technicians, develop, record and track all necessary PM processes to insure critical equipment is inspected and maintained per the manufacturer’s recommendations and meets the criteria of insurance carriers, Risk Management and Internal Audit recommendations.

Manage the Service Center operation. This includes the proper handling of all incoming requests via web form, phone call or email. All requests for service are to be entered into the AiM system and dispatched as appropriate. Staff includes one full time and two part-time student employees.  

Manage the Stock Room Personnel: This includes both Stock Parks and Special Purchase of materials, services and contracts. All materials and services for the entire Facilities Management department are coordinated by this operation totaling upwards of $4 million, depending on the approved projects for the fiscal year.

Manage the Campus Facilities Specifications and Operation & Maintenance Manuals Library for all existing buildings in both scanned and manual format.

System Manager for IWMS system – responsibilities include: 1.) Institute logical numbering schemes. 2.) Create equipment and location hierarchies to capture cost. 3). Establish user logins to provide field, screen and menu security to prohibit unauthorized access. 4.) Remain current on IWMS related issues, system upgrades, enhanced features and new options, via contact with software vendor. 5.) Coordinate the installation of software upgrades necessary to maintain system in current version. 6.) Administer large software upgrades performed by software vendor. 7.) Coordinate with IT for maintenance of legacy system on University file servers and network. 8.) Maintain annual service contract with software vendor.  Primary contact person for all requests within Facilities. 9.) Oversee system performance to ensure data processes are “clean” and without system errors. 10.) Troubleshoot system when suspected errors occur.  Coordinate appropriate fix with software vendor. 11.) Train all personnel assigned functions on the system which includes the formulation of training documents and actual classroom training in groups, and one-on-one training for new personnel or additional training for existing personnel.  12.) Monitor/audit data entry to ensure (as much as possible) accurate information is entered. .  Document and inform the appropriate supervisor of corrections and/or retraining is necessary.  13) Recommend system customizations to better accommodate ERAU systems and practices. Coordinate same. 15). Develop yearly reports to document and analyze activity and recommend improvements.

Preventive Maintenance processes – collaborate with trades’ forepersons to secure information on all critical systems and building components requiring scheduled maintenance to reduce mechanical or premature failures and to meet insurance carriers and university requirements.  Utilizing the manufacturers recommendations and “best practices” procedures, establish frequencies and maintenance tasks to be performed. Trigger automatic initiation of PM Work Orders from IWMS.  Through constant monitoring, adjust frequencies and schedules to provide adequate service levels with available manpower staffing. This process is dynamic as equipment is taken out-of-service, or added to the campus (through R & R and new construction projects.) This process is also vital in determining “repair or replace” decisions.

Manage the Service Center This includes the proper handling of all incoming requests via web form, phone call or email. All requests for service are to be entered into the AiM system and dispatched as appropriate. Staff includes one part-time student employees

Manage the Materials Acquisition function for the department, both Stock and Non-stock purchases utilizing the AiM system and the University procurement processes and SOP’s. This includes one full-time employee and 1 student employee utilized as parts couriers.

Manage the Campus Facilities’ Specifications and Operation & Maintenance Procedures Library (archive) in electronic format.  Responsible for the availability of specifications and O&M Manuals for all existing buildings on the Daytona Beach Campus. Following construction or renovation, all building specifications, operations manuals, and warranty documents are provided to this position to be 1.) Scanned, 2.) Indexed 3.) Correctly named using conventional naming standards and 4.) Made available to department personnel via electronic format.  Additionally, responsible for ensuring the original paperwork is stored in a secure environment for future use, if needed.

Other duties as assigned.  May need to adjust schedule to accommodate the needs of the University. 

Qualifications

Read and comprehend instructions, write information, and complete simple forms. High school (or GED) level ability in spelling, grammar, basic composition, and math. Formal diploma/certificate/degree program of 6-18 months after high school.

Area of study: 

Associate’s degree preferred or completion of program of 18+ months after high school. Area of study: A.S. Business Administration or Management, or Computer Sciences

Required skills,  knowledge, abilities:

• Minimum three years experience in IWMS/CMMS systems. 

• Experience in Customer Service related field.

• Experience or knowledge of Stock and Purchasing systems helpful.

• Knowledge of computer systems, networks, file servers, operating systems and data base applications a must.  

• Prior IWMS/CMMS system supervisory experience preferred.

• Knowledge of scanning processes, including Optical Character Recognition (OCR), indexing, and standard naming conventions for proper file storage and recall.

• Ability to write operating procedures and instructions paramount.

• Proficiency in business software to include all Microsoft Office application.

• Excellent communication skills, both verbal and in writing. 

• Ability to read blue prints and understand building specifications.