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Program Specialist 2

Job description

Employee Type:

CS-Classified Staff

University Title:

Program Specialist 2

Working Title:

Program Specialist 2


WSU Spokane


WSUS Facilities Operations

Department Link:

Facilities Operations

Position Number:


Hiring Unit :

Facilities Operations Administration

Work Location:


Zip Code:


This position is in a Bargaining Unit:


Summary of Duties:

The Program Specialist 2 administers a comprehensive Computerized Maintenance Management System (CMMS) for the Facilities Operations department at WSU Health Sciences Spokane. Leads development, setup, and daily operations of CMMS including department policies and procedures. Conducts daily operations including developing, and documenting procedures and processes for interacting with customers and data, tracking customer maintenance and project/construction requests, dispatching staff, customer satisfaction follow-up, record keeping, and reporting to fully and efficiently utilize system capabilities while providing a high level of customer satisfaction. Coordinates program services and resources and act as liaison to campus partner institutions and outside entities, applying specific policies, procedures, and regulations to assure compliance.

Supports and coordinates various campus safety and emergency management activities, communications, materials, policies and procedures, and training. Supports various programs, reports, and committees.

Additional Information:

Competitive benefits available, more details at hrs.wsu.edu/benefits
Program Administration – Facilities Operations Department CMMS Work Order Management System – 55%
-Leads development, setup, and daily operations of the department’s Computerized Maintenance Management System (CMMS) used to process campus work orders. CMMS responsibilities included:
-Provide excellent customer service.
-Develop systemwide policies and procedures
-Manage staff access and roles
-Coordinate and setup staff role management relationships with users and department units.
-Create systemwide training manuals to include system overview, modules specifics, queries, and reports.
-Liason between WSU Pullman FAIS, colleges, other departments, and CCMS system vendor

-Conducts daily operations including developing, and documenting procedures and processes for interacting with customers and data, tracking in CMMS customer maintenance and project/construction requests, communicating CMMS requests, customer satisfaction follow-up, recordkeeping, and reporting while providing a high level of customer satisfaction.
-Coordinates program services and resources and acts as liaison to campus partner institutions and outside entities, applying specific policies, procedures, and regulations to assure compliance.
-Processes and determines the appropriate disposition of new work order requests for appropriate assignment and workflow.
-Monitors or initiates action as needed to meet department objectives/timelines, monitors reports for past due work order requests.
-Responds and/or provides updates to clients regarding status of work order requests, processes/procedures, and other general information, including utilizing a central radio dispatch system, as necessary. Tracks status of projects via CMMS as it relates to timeline & cost.
-Implements Preventive Maintenance (PM) tied to assets and other setups/modules and functionality as needed.
-Implements additional discrete business modules including inventory control, work order management, asset control, key and billing modules as required.

Campus Emergency Management and Safety Administration Support – 25%
-Responsible for supporting campus security’s coordination of emergency management, safety, and training on campus including the Emergency Management Plan (EMP), Continuity of Operations Plan (COOP) and annual fire drills; semi-annual outdoor warning system; semiannual testing of the campus alert system (mass notification), etc. Distributes updated plans to administrators.
-Coordinates communication for campus emergency mass notification system administration on a regular basis and manages member and other information within the system.
-Maintains Emergency Operations Center (EOC) toolbox of office supplies and contact lists.
-Maintains regular monthly campus announcements providing details about multiple emergency procedures.
-Emergency events: support EOC manager/Incident Commander (IC), send required campus alert messages (including mass notifications), monitor campus radio traffic, and scribe for event.
-Supports Emergency Procedure Flip Chart (booklet) and area/room/classroom poster updates including graphical interfaces. Distributes to campus community. Secures bids to print and bind the booklet, processes payment.
-Maintains safety and emergency management websites to ensure information is available to the campus community and public; updates building information and maps for distribution; updates the Emergency Phone Contact List for the Emergency Management Plan.
-Consults with architects/engineers to ensure that all evacuation and location maps on campus are accurate; updates maps as needed; distributes updated maps appropriately (ex. floor captains); manages floor captain roster, which includes recruitment for new floor captains when necessary; coordinates floor captain trainings.
-Provides various campus safety support duties including coordinating First Aid, CPR, and AED training; identify individuals needing training and to stay current, coordinate first aid training, distribute trained-staff list by building to campus, and update WSU’s Skillport training website reflecting data.
-Coordinates campus Automated External Defibrillator (AED) Pad site operations including working with Pad site Coordinator to purchase, install, monitor, and maintain campus AEDs.
-Coordinate various campus committees including Safety, Collegiate Preparedness Workgroup, Student Care Team (threat management), Sustainability Committee, and Emergency Management Advisory; attend meetings and record meeting minutes then distribute as needed or required; ensure meeting reminders are sent, and prepare materials for meetings and presentation as needed or required.

Program Support – 15%
-Monitors safety related expenses and determines, prioritizes, approves, and makes related purchases according to annual budget.
-Monitors, purchases, and approves purchases/services from vendors related to campus signage/nameplates and safety training such as Emergency Management Procedure Flipchart, booklets, maps, floorplans, etc.
-Updates Facilities Operations Department contact directories and campus building directories annually or as needed.
-Commute Trip Reduction (CTR) program: responsible for coordinating and facilitating the Commute Trip Reduction (CTR) program on campus to comply with state mandates.
-Energy Star Program: enter campus Avista and City of Spokane utilities bill data into the Energy Star Program.
-Annual Greenhouse Gas Report: tracks Facilities Operations Department’s vehicle mileage and fuel consumption data for annual greenhouse gas report.
-Participate in offsite program related work as needed or required.

Other – 5%
-Other duties as assigned.

Appointment Status:


Job Appointment (FTE%):


Position Term in Months:


Monthly Salary:


Required Qualifications:

A Bachelor’s degree OR equivalent education/experience.

Additional Requirements:

Experience providing exceptional customer-centered service.

Demonstrated strong written, verbal, and interpersonal communication skills.

Demonstrated skill in problem solving.

Experience which demonstrates strong organizational and multitasking skills.

Experience working within an environment requiring strict adherence to confidentiality.

Demonstrated strong experience using Microsoft Office suite products (Outlook, Word, Excel, etc.).

Preferred Qualifications:

Data management system and web-interface administration experience.

Demonstrated ability to coordinate multiple tasks and deadlines while under pressure.

Continuous-improvement mindset; including demonstrating Lean principles.

Experience providing consistent, high attention to detail.

Demonstrated experience interacting professionally and effectively with a diverse group of constituents including important government and higher education officials and community leaders.

Demonstrated experience managing multiple projects and priorities.

Demonstrated experience maintaining the highest level of confidentiality.

Demonstrated organizational skills and scheduling ability.

Demonstrated experience utilizing excellent grammar and proofreading skills.

Demonstrated experience working in a complex organization and coordinating work across multiple organizational units and institutional partners.

Previous experience at WSU, including experience with WSU policies and procedures.

Previous experience in higher education.

Will this position require a background check?:

This position has been designated by the department to require a background check

Open Date:


Open Until Filled :


Special Instructions to Applicants:

This posting will remain open until filled, however, to ensure consideration, please submit your application by November 5, 2020. First screen date is November 6, 2020.

Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for at least three (3) professional references in the application.

EEO Statement :

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veterans, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521(v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected]

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Job No:
Posted: 11/10/2020
Application Due: 1/9/2021
Work Type: