Shift Coordinator Grade D

    Clerical and Technical generic job description

    Family: Data Processing
    Job Code: 555

    Representative duties:

    • Instructs and oversees computer operators
    • Maintains security of assigned area
    • Safeguards equipment and file information
    • Monitors and arranges production activities according to schedules, priorities, special instructions, and resource availability
    • Identifies and reports hardware and software malfunctions. Initiates corrective action or assists with diagnosis and correction of malfunction
    • Operates, controls, and maintains computers and related equipment
    • Transports input and output data
    • Performs additional functions incidental to computer operation activities

    The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

    Required knowledge:

    • Specialized college-level coursework; detailed but narrow knowledge in one or several work-related areas; substantial knowledge of broader field of learning

    Required skills:

    • Classifies material for filing; use of straightforward or complex filing systems
    • Summarizes, revises or makes limited use of complex, technical or specialized literature
    • Regular skilled use of complex machines; responsibility for troubleshooting and maintenance necessary to ensure consistent operation at a high quality level, and or sophisticated manipulation of a database

    Office and administrative skills:

    • Keyboards forms, labels and other simple material
    • Formats, stores and files data on a personal computer to generate basic, pre-established reports
    • Screens and refers callers and visitors to the appropriate individual

    Experience, education, and formal training:

    • Four years of related work experience, two of them in the same job family at the next lower level and high school level education, or two years of related work experience and an Associate degree; or an equivalent combination of experience and education

    Complexity and organization:

    • Wide variety of complicated job tasks requiring coordinating numerous processes/methods
    • Primary responsibility of the job is to coordinate and organize the work of others

    Interpersonal relations:

    • Some involvement outside immediate work unit
    • Offers or obtains specialized information and provides assistance on complex matters
    • Understands and conveys more complex messages and instructions, and takes action accordingly

    Supervisory guidelines:

    • Work is closely reviewed for adequacy and accuracy daily
    • Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities; supervisor reviews work after completion
    • Instruction provided only in very rare instances

    Independent judgment:

    • Established procedures/policies govern some of the work situations
    • Regular exercise of independent judgment or initiative
    • Problems solves by using established procedures

    Leadership responsibility:

    • Often provides work guidance, instruction or orientation of others
    • Distribution and monitoring of work is a primary responsibility

    Impact and consequence of error:

    • Work affects outside immediate work unit but rarely outside the University
    • Errors are difficult to recognize and correct and can cause considerable harm or financial loss to individuals, departments, and the University, or to other individuals and groups

    Working conditions:

    • Very little possibility of safety risks
    • Regular, multiple or conflicting demands, time pressures, deadlines, or emergencies
    • Regular sustained concentration
    • Considerable physical effort or a high degree of fine finger or hand dexterity

    Example 1

    General purpose:

    This position requires a technical background in mainframe and client/server computing platforms in a data center environment. Responsibilities include monitoring the actions of the Operators and assigning duties as required to ensure an effective workflow throughout the shift.

    Essential duties:

    • Assisting the shift supervisor in training of the operators on the shift in the applications and operating system areas
    • Assist the shift supervisor in evaluating the quality and quantity of all work performed by the operators using existing controls, procedures and standards and whenever necessary, suggest changes to these controls, procedures and standards
    • Assess and evaluate the operator’s performance and recommend appropriate action
    • Resolve problems. Ensure proper system functionality. Help in scheduling preventative maintenance for all hardware in accordance with production workloads and system availability requirements
    • Provide clear and concise reports on all shift activities to the manager and to the proceeding shift whenever the shift supervisor is absent
    • Participation in site-preparation and the installation of new equipment and upgrades
    • Provide off-shift support for the department on an as-needed basis
    • Assist in the scheduling of the staff members’ work hours to meet the needs of the department
    • Provide for the physical security of the data center and the data it contains, particularly during non-business hours

    Experience and education:

    • Four years related work experience in a medium to large data center environment, two of them in the same job family at the next lower level and a high school level education or two years of related work experience and an Associate degree or equivalent combination of experience and education.

    Skills and abilities:

    • Must have strong exposure to mainframe and client server operating in an integrated manner
    • Leadership ability
    • Good working knowledge of the following operating systems and products: MVS/JES2, VM/CMS, AIX, NT, Concurrent Manager Tools, Oracle Instances and Listeners, ADSM, VSS, Excel, Visio, Eudora Mail, Word 97.
    • Preferred: Experience overseeing work of others. Experience with physical planning issues and knowledge of local area networking a plus

    General purpose:

    Oversee and coordinate all data entry activities in very busy Office of Undergraduate Admissions. Produce wide variety of reports for Admissions staff and other Yale offices, troubleshoot data-integrity problems, and monitor work of data entry staff.

    Essential duties:

    • Oversee and coordinate all data entry relating to 14, 000 applicants annually
    • Enter and retrieve a wide variety of data and make corrections and update in the system
    • Together with C&IS Support Specialist III, is responsible for overall integrity of Undergraduate Admissions data and maintenance of database
    • Produce frequent routine and ad-hoc reports on prospects and applicants as well as other Yale offices by using Brio query and other reporting tools
    • Oversee the data entry work of 7-10 C&T staff as well as some casual support staff at particular times of the year
    • Troubleshoot, resolve or report a variety of data entry problems
    • Enter admissions decisions for freshman, transfer and Special Student applicants
    • Schedule data production activities, monitor timeliness and resolve problems related to bulk mailings, incoming mail, processing/assembling/data entry of applications
    • Frequently communicates with other Yale offices
    • Identify, report and assist in diagnosing and correcting software and hardware problems
    • Prepare written materials, documentation and training instructions regarding application processing, data entry and other office procedures
    • Prepare additional functions incidental to computer operations activities, including copying and distributing reports

    Experience and training:

    • Experience generating complex reports and manipulating data.
    • Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education, or two years of related work experience and an Associate’s Degree; or an equivalent combination of experience and education.
    • Preferred: Experience in instruction/guidance/training/oversight of others. Familiarity with Banner system, Brio query and UNIX operating system. Regular exercise of independent judgment or initiative.
    • Preferred: Associate’s Degree in technical or business-related field.

    Skills and abilities:

    • Specialized knowledge of computers and related equipment and substantial knowledge of systems and programs in PC environment. Working knowledge of Windows NT, Word, and Excel
    • Ability to remain organized and focused, to work independently, and to handle multiple or conflicting demands, deadlines, time pressures, emergencies. Accuracy and excellent attention to detail is critical. Ability to communicate clearly. Ability to engage in sophisticated manipulation of a database
    • High degree of fine finger or hand dexterity, ability to work at keyboard for extended periods of time, some lifting and carrying of files, mailings and paper stock