Villanova University (VU)

Work Control Assistant

Job Label: CL 19090 AD 7093433

Work Control Assistant

Villanova University

Posting Number: 20260151S

Position Title: Work Control Assistant-Cabrini

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Avg Hours Week:

Department: 802

• Assistant VP Cabrini Operations
• 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.

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