Item 8.F-April 11, 2014
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable):
Position #(s):
Current Title:
Current Range:
(JCC:)
Department: Facilities Maintenance Services
College/Division: Facilities Services
/ VP, Administration and Finance
Account #(s): 1101-104-1410
Action Proposed: (check all that apply)
(X) New position: Proposed Range: 2
Proposed Title: Administrator, Facilities Maintenance Services Systems
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature Denise Baclawski, Sr Director, FMS
__________________
Date
____________________________________________________________
Director/Chair/Dean
Sean McGoldrick, AVP, Facilities Services
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Ron Zurek
Date
Vice President, Administration and Finance
Action Approved by the Provost/President (Completed by Faculty HR):
67536 Range:
2
Pos #(s):
JCC:
EEO: 3D
Eff: 4/1/2014
Approved Title: Administrator, Facilities Maintenance Services Systems
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description: Administrator, Facilities Maintenance Services Systems
Pg 2
1.
Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Administrator of the Facilities Maintenance Services (FMS) Systems Administrator is responsible
for overall management of the FMS computerized maintenance management system (CMMS)
program, TMA Systems. The position provides software project management, budget oversight,
operational development, administration, functional analysis, user training, technical, and user
support of the CMMS program. The incumbent plays a key role in providing resources and data to
FMS staff by running standard and special reports, creating dashboards, and system queries for data
extraction to support strategic planning, optimal staff deployment, budgeting, and asset management.
The incumbent is responsible for data integrity. The position reports to the Assistant Director (AD),
Maintenance Support Services.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department o understand the job (percentage
first with heading and then bulleted information from greatest to least percentage).
60% - Computerized Maintenance Management System
 Develop new and integrate existing components of the FMS TMA Systems electronic
maintenance system for procurement, warehousing, preventative maintenance, work order,
inventory, and other modules as needed
 Function as CMMS subject matter expert
 Oversee the development of task, failure code, equipment, and inventory libraries
 Create systems to track labor hours and materials; provide statistics and reports on the cost of
work orders and projects within FMS
 Create user interfaces including Webpages, reports, graphs, charts and tables for scheduling,
staffing, inventory, etc.
 Interpret work scopes and standards as established by management to devise task
sequences
 Write SQL programming scripts to customize the program
 Monitor financial aspects of the system development by participating in recommending and
justifying resource allocations and expenditure decisions, participating in budgeting, preparing
purchase requests, tracking and recording expenditures, and tracking project progress and
costs
 Audit TMA data for accuracy and integrity
 Work with Information Technology (IT) server administrators to plan for downtime, system
upgrades, and resolution of software issues
 Elevate problems that cannot be resolved to the CMMS vendor
 Manage and lead cross functional teams in the development of preventative maintenance
schedules, identification of key equipment, and improvement of functional processes
 Explore ways to further integrate the CMMS with other campus tools
25% - Business Process
 Develop systems to track, summarize and report data on work orders, preventative
maintenance, labor costs, projects, deferred maintenance, etc.
 Analyze and automate business processes
 Evaluate hardware and software needs
Position Description: Administrator, Facilities Maintenance Services Systems






Pg 3
Coordinate with other professional staff to assist with strategic planning and budgeting
Develop presentations on business processes and programs
Foster campus-wide reliance on TMA Systems as the gateway to initiate tracking, completing,
and evaluating work requests
Translate functional needs into configuration settings
Create policies and procedures
Provide needed support for other FMS applications
15% - Training
 Develop training materials
 Develop CMMS user guides specific to FMS customization and needs
 Develop and conduct individual and group training workshops including related user support
activities
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The FMS System Administrator provides primary support and coordination for the technical
administration of the CMMS. The position has freedom to manage daily communication with IT
server administrators, CMMS vendor, and FMS staff to ensure the system is maintained, problems
resolved, and tasks accomplished in a timely way. Work is performed under broad general terms with
latitude for independent judgment and style. Larger problems, downtime, system upgrades, etc. are
managed in collaboration with the AD, Maintenance Support Services. The Administrator consults
with the AD about problems, goals and plans for system administration and then works independently
to achieve goals and develop new projects. Performance is based upon completion of assignments
and results obtained. The performance evaluation is conducted through the performance evaluation
system and in accordance with the University Policies and Procedures.
Impact:
The effectiveness of Facilities Maintenance Services is dependent upon the CMMS Administrator to
enter and extract accurate and timely data to track and maintain University assets, drive preventative
and planned maintenance, and guide strategic planning needs. Downtime, inaccurate data,
unsuccessful upgrades, and other indications of poor performance will negatively impact the
appearance, maintenance and functionality of University spaces used for faculty and students.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Computerized Maintenance Management Systems
 Methods, materials, and equipment used in building maintenance, production and warehouse
operation
 Leadership skills
 Microsoft PC and server product
 Relational databases and SQL
Position Description: Administrator, Facilities Maintenance Services Systems
Pg 4
Skills:
 Conflict management and resolution
 Effective problem solving, decision-making, and analytical skills
 Advanced proficiency in use of a personal computer and current software applications
including Microsoft Excel, Outlook, Work, and Access
 Working knowledge of SQL Server queries with 2005,2008 r2, and 2012 experience
 Experience using SSRS, SQL Server Report Service
 Webpage design and management in HTML and .NET programming language
 Strong interpersonal skills with the ability to work independently and as part of a team
 Organizational and time management skills
 Excellent verbal and written communication
 Effective listening, decision-making and analytical skills
Ability to:
 Develop and implement a CMMS
 Design and develop data queries
 Troubleshoot functional user problems
 Develop and present training
 Define problems, collect and analyze data, establish facts, draw valid conclusions and make
recommendations based on the data that will improve business processes
 Effectively manage, prioritize and complete multiple short- and long-term projects/tasks in an
efficient and timely manner while maintaining focus on organizational goals
 Lead employees through the utilization of complex systems processes
 Convey ideas and visions in a manner that promotes action
 Work cooperatively with faculty, staff and students
 Work with diverse populations and be sensitive to cultural and ethnic diversity issues
 Promote excellence in customer service
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
FMS Faculty and staff
University Faculty and Students
University Information
Technology
External
Vendors
Other Universities
Reason for Contact
Participate in the design and implementation of a complex
proactive maintenance management system, train CMMS users,
and provide end-user support
Resolve issues, support efforts, and provide communication about
upcoming and on-going FMS projects and activities
To plan and coordinate system updates and changes; customize
programs and user interfaces, troubleshoot and resolve computer
issues, determine security needs for applications
Reason for Contact
Plan and coordinate system updates and changes, customize
programs and interfaces, troubleshoot and resolve computer
issues.
To collaborate on best methods and practices
Position Description: Administrator, Facilities Maintenance Services Systems
Pg 5
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and two years, or a Master’s Degree and one year, of experience
working with the implementation and/or administration of a computerized maintenance,
operations, or similar production management system to include one year of direct
supervision
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
Nevada Class “C” or higher Operators License within 30 days of appointment