Office Assistant - Customer Service Facilities

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Previous experience monitoring HVAC, chilled water, steam, electrical, building automation, or control systems is a plus.

Schedule

Tuesday through Saturday, 8:30 am - 5:00 pm

Principal Responsibilities

1. Receive routine and emergency maintenance/repair requests for building maintenance and environmental conditions, identifies and initiates corrective action.  Coordinate repairs with department supervisors, tradesman, and customers.  Generate emergency and routine maintenance work orders and radio dispatch appropriate trades.  Input data into Computerized Maintenance System. Includes constant phone usage with multiple lines.
2. Monitor and acknowledge all Building and Automation System alarms. Print and review alarm reports and those related to communications and network status. Take corrective action through direct software intervention or by assigning and dispatching the proper trade for field repair follow-up.
3. Enters data into computerized systems and monitor building maintenance needs and status of work requests. Compiles and analyzes data related to building maintenance and environmental systems. Communicate HVAC and BAS status internally through electronic turn over forms and other effective methods.
4. Performs data entry into Maintenance Management Systems and tracks flow of Facility Service Requests; assists appropriate codes for funding source and work type; daily data entry for all labor/time, action notes, labor transfers and status changes associated with all work orders; issues work orders after work is scheduled by planning function; generates; creating Purchase Requisitions/processing Invoices; sorts and distributes work order and job tickets to appropriate supervisors.
5. Maintain necessary reports, documentation, customer service center logs, records, call back reports, procedures and supporting documentation, and contact lists for various departments. Compiles statistical data and information. Establishes and maintains filing systems. Merges, scans and manipulates filing systems. Pick up, sort, distribute and if required respond to mail.  Relay and coordinate messages as needed.  Type correspondence, memoranda and other material.
6. Distributes keys, radios and maintains records. Issues permits for lock out/tag out, hot work, confined space, and “Call Before You Dig” process.
7. Interface with students, staff, management and various customers by phone, email, or in person.
8. Performs related duties and functions specific to Facilities on all levels.
9. May perform other duties as assigned.

Required Education and Experience

1. Six years of related work experience, four of them in the same job family at the next lower level, and a high school education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of education and experience.
2. Two years’ experience working in an operation center, customer service center or equivalent.

Skills and Abilities

1. Outstanding communications and customer service skills with a strong sense of responsiveness to internal and external requests. Excellent phone manner, professionalism, and interpersonal skills.
2. Knowledge of computer systems, data processing equipment, spreadsheet software, and a general knowledge of facility operations and building systems.  Demonstrated proficiency using Microsoft Word and Excel.
3. Knowledge and ability to operate computerized monitoring system. Ability to respond to complex building problems, and initiate corrective action with minimal or no direction.
4. Proven ability to take a high level of initiative; ability to effectively identify and resolve problems independently as well as part of a team. Must be able to exercise discretion, responsibility, and sound professional judgment.
5. Ability to juggle multiple complex tasks, coordinate tasks, and meet multiple deadlines under time pressure with frequent interruptions.
6. Proven ability to quickly learn and implement new technologies and software applications and to apply knowledge to varied environment and changing tasks.

7. Proven reliable attendance and punctuality.

Hours may change based on staffing coverage.  Holiday and Recess coverage is mandatory, as is overtime when necessary.  This position falls within a Unit that provides a critical function for the University. In the possible event of a University closure, emergency, scheduled or non-scheduled event, you may be required to work without notice which may include off-shift hours and/or a temporary change in scheduled hours.

Job Posting Date

09/24/2026

Job Category

Technician

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks basedon the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.