"Work Control Assistant"

Work Control Assistant

Company: Villanova University

Job Location: Villanova, 19085

Category: Other Administrative Positions

Type: Full-Time

Posting Number: 20254517S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 802 - Assistant VP Cabrini Operations

Position Summary

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Work Control Assistant plays a vital role in supporting the operations of the Facilities Management Office (FMO) by ensuring smooth coordination of daily workflows, accurate tracking of work requests, and responsive customer service. As one of the first points of contact for the campus community, this position facilitates communication, validates work orders, and manages dispatch activities to keep facilities operations running efficiently. The Work Control Assistant provides essential administrative, financial, and operational support to the Work Control Manager and Facilities staff, helping to maintain service excellence, ensure data integrity within the Computerized Maintenance Management System (CMMS), and support the success of large-scale University events. This position requires strong organizational skills, customer service expertise, and the ability to manage multiple priorities in a fast-paced environment.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

Work Request Processing and Dispatch

• Receive and validate all work requests via the CMMS (webTMA), ensuring requests are authorized, properly coded, and assigned to the appropriate supervisor or trade.
• Track work orders throughout their life cycle, ensuring timely closure with complete and accurate documentation, including labor, materials, and contractor charges.
• Respond promptly to phone inquiries and dispatch emergency calls to technicians, escalating urgent issues to managers when required.
• Maintain the online request log and assist in monitoring after-hours reports to ensure follow-up and resolution of outstanding issues.

Customer Service and Campus Interface

• Serve as a primary liaison between the Facilities Management Office and the University community, delivering clear, professional, and timely communication.
• Partner with Public Safety, Custodial, Maintenance, Residence Life, and other departments to support urgent responses, event preparation, and campus operations.
• Assist with coordination for major University events (e.g., Commencement, Special Olympics, Athletics).
• Foster positive relationships with internal and external stakeholders by providing consistent, accurate updates and resolving inquiries quickly.

Financial and Administrative Support

• Assist with monthly billing processes, preparing chargeable work orders, reconciling labor and material costs, and generating invoices for departmental review.
• Collaborate with the Work Control Manager, Financial Manager, CMMS Administrator and other facilities staff to ensure billing accuracy and timely expense reporting.
• Maintain organized documentation to support financial audits and internal reporting requirements.

Quality Assurance and Reporting

• Support monitoring of key performance indicators (KPIs), generating reports to track work request aging, response times, and completion accuracy.
• Review data entry for accuracy, ensuring compliance with departmental standards for classification, coding, and documentation.
• Maintain organized documentation to support financial audits and internal reporting requirements.

Minimum Qualifications

• High School diploma or equivalent.
• 2-3 years of general administrative work.
• Excellent oral and written communication skills.
• Demonstrated customer service skills with a focus on professionalism and responsiveness.
• Ability to work independently under general direction and make informed decisions in a timely and professional manner.
• Strong organizational and time management skills.
• Ability to multi-task and manage multiple, sometimes conflicting priorities.
• Ability to coordinate effectively with stakeholders including students, parents, faculty and staff in a professional, respectful manner.
• Ability to convey information clearly and effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Outlook and Excel, in a Windows 11 or later environment.
• Operative knowledge of standard office equipment.

Preferred Qualifications

• Post secondary courses and/or certifications preferred
• Knowledge of the University and functioning of a higher education institution.
• Knowledge of the nature of the work performed by specific parts of a facilities office, such as Maintenance, Grounds, Custodial Services or Engineering and Construction.
• Experience with the following program: webTMA

Physical Requirements and/or Unusual Work Hours

• Works primarily in an office environment with limited hazard exposure
• Sitting for extended periods often required

Special Message to Applicants

Required to have a personal cell phone and provide the contact number to all managers and co-workers so that they may reach out during normal working hours and in case of emergency

Salary Posting Information

This position falls within hourly grade 11 and the range for this position is $24.29-25.64/hr.. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.