Department: Facilities Services
Classification: Administrative Program Assist
Appointment Type and Duration: Regular, Ongoing
Salary: $19.68 - $29.67 per hour
FTE: 1.0
Review of Applications Begins
March 24, 2025; open until filled
Special Instructions to Applicants
To be considered for this position, submit a complete application that includes an online application, resume, and cover letter addressing how you meet the minimum and preferred qualifications, and describe any transferable skills you may have.
Please note that this is an in-person position at the UO Portland campus, and will require some travel to Eugene for meetings and trainings.
Department Summary
Campus Planning and Facilities Management (CPFM) is a dynamic unit within the Finance and Administration portfolio, comprising seven departments and approximately 300 dedicated employees:
• Building Operations and Maintenance
• Campus Planning
• Custodial and Exterior Services
• Design & Construction
• Work Management and Administrative Support
• Office of Sustainability
• Utilities & Energy
CPFM is responsible for planning, building, maintaining, and operating the infrastructure that supports the University of Oregon. As stewards of the university’s physical legacy, CPFM empowers the university community to reach its full potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.
CPFM is committed to collaboration, service excellence, diversity, problem-solving, and stewardship. We take pride in ensuring the campus functions seamlessly, fostering an environment where educational excellence can thrive.
Work Management and Administrative Support encompass the Work Control Center, Asset Reliability and Preventive Maintenance Team, Construction Services, and the Administrative Support Team. These teams serve as the main point of contact for the University Integrated Work Management System across the Eugene and Portland campuses. They handle work order creation, project intake, asset, and preventive maintenance management, ensuring customer requests are processed accurately and consistently. Additionally, they maintain the facility liaison program, standards, and procedures, assist with onboarding, manage communications, coordinate travel, organize departmental events, and monitor budgets. Together, these teams ensure the smooth operation and maintenance of campus facilities, contributing to a well-organized and supportive environment for staff.
Position Summary
The Campus Coordinator, Work Management and Administrative Support serves as in person support for the Administrative Manager and Senior Leadership in relation to administrative support, administrative project management and unit communications for the University of Oregon Portland Campus.
This position serves as the point of contact for facilities' work requests and physical key access requests, ensuring the appropriate course of action is taken. This includes but is not limited to monitoring and evaluating incoming information via phone, teams, radio, and email, entering the information into the Integrated Work Management System, and radioing and dispatching crews to respond. In addition to Work Management customer service, this position coordinates and communicates notifications to the UO Portland campus through institutional data sources and tools, including shutdown and closure notifications for display on university maps programs. This position will also submit purchase requests, receive supplies and services in the Integrated Work Management System, and prepare reconciliations between documents supporting charges and the statement of charges received from the purchasing card vendor in compliance with the institution's UO policies for UO Portland.
The Campus Coordinator works under the direction and guidance of the Administrative Manager. Work is performed independently to provide excellent customer experiences, providing consistent and reliable support that promote trust and collaboration. The Work Management & Admin Support Specialist makes independent decisions in compliance with university rules, policies and state and federal regulations.
This position identifies needs for the Portland Campus and initiates and manages administrative projects that align with Campus Planning and Facilities Management operating procedures including authoring and maintain standard and procedures for the Portland Campus.
This position interacts with internal staff at all levels including, but not limited to, trades personnel, building managers and facilities liaisons, and executive leaders or their representatives in order to fulfill the requirements of the position. Interactions involve collaborating on logistics, serving as a team member on committees and collaborating with the CPFM leadership team to accomplish leadership team projects. Additionally, this position may interact with external constituents to fulfill project requirements, answer inquiries, research information, or relay information as a representative of CPFM.
Essential Personnel
This unit may provide essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times.
Minimum Requirements
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
Professional Competencies
• Perform duties in a way that advances and supports the mission of the department and university.
• Work effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
• Take initiative to proactively complete needed tasks.
• Pay close attention to detail.
• Maintain a safe and safety-conscious workplace.
• Maintain a respectful workplace and model a positive and proactive attitude.
• Model the highest ethical standards.
• Provide superior customer service.
• Fluency in software systems such as Excel, Word, OneNote, Smartsheet, SharePoint, Jira, Confluence, Vision and Drupal.
Preferred Qualifications
• Experience using an integrated workplace management system (IWMS) or computerized maintenance management system (CMMS).
• Technical writing experience.
• Project Management experience.
• Experience with data collection and analysis.
FLSA Exempt: No
All offers of employment are contingent upon successful completion of a background check.
This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit https://hr.uoregon.edu/about-benefits.
The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.
In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
