DESCRIPTION

The Program Aide works within the Maintenance Operations Center under the supervision and guidance of professional staff in administrative and agency-specific programs. The incumbent exercises a considerable amount of independent judgment in the performance of duties and the application of policies, procedures, rules, regulations, and operational guidelines that require interpretation. The Program Aide independently determines the needs and priorities required to support professional staff and provides input into departmental operations through the administration and maintenance of the computerized maintenance management system (TMA), preventive maintenance program administration, facility and asset information management, property control activities, compliance monitoring, reporting, operational data analysis, and the development and maintenance of related procedures and records.

To learn more about the University and the Department, please visit: https://suny.oneonta.edu/ and https://suny.oneonta.edu/about/university-offices/facilities-safety-and-physical-plant/moc .

Duties may include:

Applying analytical techniques as required by the program area.
Developing, maintaining, and updating database programs and methods of data analysis for agency programs, including:
- Maintaining and updating the department's computerized maintenance management system (TMA), including work orders, preventive maintenance schedules, facility records, asset records, user accounts, and related operational data.
- Reviewing, analyzing, and processing maintenance requests within the TMA system, including assigning work orders to the appropriate maintenance shop or trade based on established procedures, operational requirements, and maintenance management practices.
- Maintaining facility, building, room, inventory, and asset information within departmental systems and coordinating updates resulting from renovations, construction projects, occupancy changes, and other operational activities.
Researching laws, rules, regulations, policies, procedures, and operational requirements to identify alternative approaches to administrative and operational issues, including researching maintenance history, asset information, inventory discrepancies, and operational data.
Monitoring and evaluating data for deficiencies and assisting in correcting problems involving maintenance operations, preventive maintenance activities, facility records, inventory records, asset information, and maintenance management systems.
Collecting, tabulating, and analyzing maintenance, inventory, facility, asset, and operational data.
Drawing conclusions from analyzed data and making appropriate recommendations.
Assisting in monitoring compliance with administrative and programmatic requirements.
Gathering, reviewing, and evaluating information required to support audits and property verification activities.
Drafting and updating procedures and providing guidance related to:
- Work order administration.
- Preventive maintenance activities.
- Maintenance management system processes.
- Facility records and property control activities.
Assisting in the preparation, review, evaluation, and analysis of reports, inventory records, compliance documentation, and other documents specific to the assignment.
Liaising with campus departments, maintenance operations staff, Property Control personnel, vendors, and other stakeholders to exchange information, obtain information necessary to support program activities, and resolve operational issues.
Maintaining inventory records for capital and controlled assets in accordance with SUNY and campus requirements, including processing additions, transfers, disposals, and inventory updates.
Maintain confidentiality of departmental and institutional information.
Participate in training and professional development related to maintenance management systems and property control requirements.

Requirements

Competitive Qualifications

To be eligible for this position candidates must be reachable on the current eligible list for Program Aid, be eligible for reinstatement to the Program Aid title, or be eligible to transfer to the Program Aid title.

Transfer Qualifications: One year of permanent competitive service in a clerical, keyboarding, secretarial, or paraprofessional title allocated to Grade 13 or higher.

Non-competitive Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). To be considered for appointment through NY HELPS, candidates must meet the open-competitive minimum qualifications for this position.

To be eligible for this position via NY HELPS candidates must have three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Preferred Qualifications

Exceptional customer service skills.
Excellent written and verbal communication skills.
Ability to prioritize tasks and multitask.
Ability to work as part of a team to accomplish shared goals.

Additional Information

This is a full-time, permanent position. The shift will be Monday to Friday, 7:00 AM - 3:00 PM.

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

SUNY Oneonta values a diverse university community. Please visit our website on diversity at: https://suny.oneonta.edu/diversity . Moreover, the University is an Equal Opportunity/Affirmative Action employer. Women, persons of color, persons with disabilities, and protected veterans are encouraged to apply. "At SUNY Oneonta, we believe that diversity is an asset and a source of strength that energizes our collective growth and innovation." - President Alberto Cardelle.

Application Instructions

To apply online go to: http://oneonta.interviewexchange.com/candapply.jsp?JOBID=206197 . Please upload a cover letter, resume, and contact information for three professional references (required).

For other employment and regional opportunities, please visit our website at: https://suny.oneonta.edu/about-oneonta/employment .

Program Aid