Administrative Assistant

We need to output HTML fragment with sections: About the role? The posting includes Position Overview, Job Description broken into percentages, Position Requirements, Required Qualifications, Preferred Qualifications, Additional Candidate Instructions (but we should drop application instructions). Also we have Work Schedule, Benefits info, Pay (Advertised Salary Range Starting at $40,000). Also mention immigration sponsorship not provided (but that's boilerplate? Might be considered EEO? Probably drop). Also contact info? Should drop contact info and application instructions. We need to include sections only when real specific content. Use

for headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to map content. Position Overview: could be About the role. Job Description percentages: could be Responsibilities (list of duties). Could break into sub-sections? But we can just list responsibilities as

• . Position Requirements: could be Requirements (physical demands etc). Also Required Qualifications and Preferred Qualifications could go under Qualifications (maybe separate Required and Preferred). Skills could be derived from preferred qualifications (organizational, multitasking, communication, customer service, attention to detail, experience with CMMS, independent work, university setting). Could put under Skills. Benefits: we have details: up to 176 hours vacation, 96 sick leave, 9 paid holidays + discretionary day, retirement program, medical & dental, life & disability, other benefit plan options, State of Kansas discounts, tuition assistance up to 12 credit hours per year, Employee Dependent Tuition Assistance Scholarship. Also link. So we can include Benefits. Pay: Advertised Salary Range Starting at $40,000. Schedule: Work Schedule: Monday through Friday, 7:30 a.m. to 4:00 p.m. We should not repeat job title. No Job ID. We need to preserve all substantive information; do not invent or summarize away detail. So we need to include all details from the posting, but we can condense into lists but must keep details. We must remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning, duplicated lines, application instructions. Also drop "Additional Candidate Instructions" etc. Also drop "Contact Information to Applicants". Also drop "KU is not able to provide immigration sponsorship for this position." Might be considered EEO? It's a specific statement about sponsorship; maybe keep? It's not boilerplate but it's a condition. Might be considered relevant. However instructions say remove EEO/equal-opportunity/scam-warning boilerplate. Immigration sponsorship is not exactly EEO but could be considered similar. Safer to drop? The instruction: "Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate". Immigration sponsorship is legal? Might be considered legal. I'd drop it. Also drop "Operations Business Office within KU Operations provides general oversight..." that's part of overview; keep. We need to preserve all substantive information: so we need to include the description of KU Operations mission etc. Let's extract sections: About the role (Position Overview + maybe first paragraph about role). Include: "The Work Management Coordinator/CMMS Specialist plays a critical role in ensuring efficient service delivery by managing work requests within the Computerized Maintenance Management System (CMMS), Maximo. This position serves as a primary point of contact for facility service requests from the KU community and helps coordinate maintenance activities across campus. This position requires the operation of work issued vehicles and tools. Operations Business Office within KU Operations provides general oversight for most departments within Operations, including financial oversight, capital project audits and organizational efficiency. KU Operations supports KU’s mission of learning, scholarship, and creative endeavor by providing the visible and behind-the-scenes services that make possible the university’s academic and research missions." Also maybe include KU's excellence statement? That's more about culture; could be part of About the role or separate? Could be part of About the role as well. Responsibilities: list all duties from Job Description percentages. We need to preserve all details; we can bullet each sentence. Let's list: - Receive and process work and service requests submitted through various communication channels, including phone, email, and electronic systems. - Evaluate, prioritize, and initiate work and service requests within Maximo, ensuring accurate and detailed documentation. - Gather necessary information from requestors when work and service requests are incomplete. - Assign work and service requests to appropriate personnel and ensure all required documentation is attached and available to responsible service teams. - Monitor and update work and service request statuses and communicate progress to campus stakeholders. - Recognize emergency situations, initiate appropriate response procedures, and coordinate communications with affected individuals and departments. - Collaborate with KU Operations staff to coordinate notifications related to building and maintenance emergencies, utility outages, equipment failures, and building system disruptions. - Serve as a resource to departments by explaining maintenance-related versus billable work and service requests, clarifying potential charges, and facilitating the appropriate request process. - Provide system data, reports, and operational information to Operations management and staff as requested. - Support users in navigating CMMS workflows, processes, and system functionality throughout all stages of the work and service request lifecycle. - Monitor, audit, and maintain CMMS data to ensure accurate work and service order classifications, priorities, asset assignments, locations, bill types, cost centers, and financial coding. - Review and correct system errors, duplicate requests, and inconsistent data. - Collaborate with the Operations Financial team to verify cost centers, funding information, and billing details for service requests. - Work closely with the Work Management Supervisor and other team members to identify and implement system improvements. - Coordinate with University stakeholders regarding equipment status, testing requirements, and operational updates. - Verify funding sources and process labor charge adjustments as requested by Accounting, managers, and supervisors. - Serve as a receptionist and central communications resource for the department. - Direct incoming calls, screen inquiries, and route communications appropriately. - Maintain a professional and customer-focused approach when assisting faculty, staff, students, and external partners. - Serve as part of the after hours phone rotation, responding to outage notification outside of normal business hours according to established schedules and protocols. - Assist with onboarding and training of new Work Management employees. - Support ongoing training for managers, supervisors, and operational staff related to CMMS usage, communication protocols, and work management procedures. - Provide backup support for the Work Management Supervisor and team during absences. - Contribute to process improvement initiatives that enhance efficiency, service quality, and communication throughout Campus Operations. - Assist with vendor scheduling for housing maintenance. - Perform other duties as assigned to support departmental and organizational objectives. That's a lot but we need to keep all. Requirements: Position Requirements: Primarily sedentary work, involving sitting for extended periods. Occasional walking to different locations within the office or campus. Ability to lift and carry light objects, such as files or documents, if needed. Valid driver’s license at the time of hire and through duration of employment. Qualifications: Required Qualifications: High school diploma or GED equivalent and one (1) year of experience in general office, clerical, administrative support, customer service, or related work experience; OR one (1) year of post-secondary education. One (1) year of experience using computer systems, databases, or business software applications as demonstrated through application materials. Preferred Qualifications: Strong organizational and multitasking skills as evidenced by application materials. Excellent written and verbal communication abilities as evidenced by application materials and references. Exceptional customer service and interpersonal skills as evidenced by application materials and references. Strong attention to detail and commitment to data accuracy as evidenced by application materials. Experience working with maintenance management, work order, or enterprise systems. Experience that required the ability to work independently while collaborating effectively with others. Experience working in a college or university setting. Skills: Could combine preferred qualifications into skills list. But we already have Qualifications section; maybe we can have Skills separate: Strong organizational and multitasking skills, excellent written and verbal communication, exceptional customer service and interpersonal skills, strong attention to detail, experience with CMMS/maintenance management systems, ability to work independently while collaborating, experience in college/university setting. But we must not duplicate content. We could put Preferred Qualifications under Qualifications and then Skills maybe not needed. However instruction: Use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should include Skills if we have content. We can derive skills from preferred qualifications. We need to avoid filler like "commensurate with experience". Not present. Benefits: list as bullet. Pay: Advertised Salary Range Starting at $40,000. Schedule: Monday through Friday, 7:30 a.m. to 4:00 p.m. We should not include "Application Review Begins Monday October 5, 2026" etc as that's application instructions; drop. Also drop "Anticipated Start Date Monday November 2, 2026". Drop. Also drop "Apply to Job". Drop. Now produce HTML fragment. We'll wrap each section in

  heading then content. For lists use

  • . For prose use

    . We need to ensure we don't repeat job title. Let's craft. About the role: combine position overview and KU mission statement and maybe culture statement? The culture statement about excellence, tapestry, continuous learning, culture of care, belonging. That is substantive; we can include in About the role as a paragraph. Thus About the role paragraph: "The Work Management Coordinator/CMMS Specialist plays a critical role in ensuring efficient service delivery by managing work requests within the Computerized Maintenance Management System (CMMS), Maximo. This position serves as a primary point of contact for facility service requests from the KU community and helps coordinate maintenance activities across campus. This position requires the operation of work issued vehicles and tools. Operations Business Office within KU Operations provides general oversight for most departments within Operations, including financial oversight, capital project audits and organizational efficiency. KU Operations supports KU’s mission of learning, scholarship, and creative endeavor by providing the visible and behind-the-scenes services that make possible the university’s academic and research missions. KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard, and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things." That's good. Responsibilities: list all duties as above. We need to ensure we don't miss any from the percentages: we covered all. Now Requirements: list physical demands and driver's license. Qualifications: Required and Preferred. Could split into two subheadings? But we only have Qualifications heading; we can include both required and preferred as paragraphs or lists. Better:

    Required Qualifications: ...

    then

    Preferred Qualifications: ...

    but that's not a list. Could also use
    for each. We'll do:

    Required Qualifications:

    • High school diploma or GED equivalent and one (1) year of experience in general office, clerical, administrative support, customer service, or related work experience; OR one (1) year of post-secondary education.
    • One (1) year of experience using computer systems, databases, or business software applications as demonstrated through application materials.

    Preferred Qualifications:

    • Strong organizational and multitasking skills as evidenced by application materials.
    • Excellent written and verbal communication abilities as evidenced by application materials and references.
    • Exceptional customer service and interpersonal skills as evidenced by application materials and references.
    • Strong attention to detail and commitment to data accuracy as evidenced by application materials.