Jill Stafford
Sidney
Summary
Program Aide with 15+ years of campus operations and administrative experience, skilled in asset management, CMMS/TMA systems, and Office 365 tools. Coordinates high-volume maintenance workflows, vendor communications, and fleet/property compliance while leveraging data analysis and digital systems to improve response times and operational efficiency. Seeking to apply proven project coordination and systems-management strengths to support facilities operations and drive continuous process improvements.
Overview
15
15
years of professional experience
1
1
Certification
Work History
Program Aide
Maintenance & Facilities Operations
SUNY Oneonta, Oneonta, NY
01.2020 - Current
- Manage and coordinate maintenance work order requests submitted by the campus community using our facility maintenance software, TMA Systems. Our maintenance shop employees maintain 36 buildings located on 250 acres. Coordinate and assign approximately 900-1,200 work requests per month to nine maintenance shops which includes Carpenter, Custodial, Electric, HVAC-Plumbing, Lock & Keys, Automotive, Paint, Grounds, and Central Heating Plant.
- Manage preventative maintenance (PM) work orders for maintenance shops to maintain vehicles, equipment, buildings, cleaning schedules, and more. Help support each shop by building new PMs, task forms, and reports. Assist each shop with identifying equipment and parts to maintain proper inventory for PM or repair maintenance.
- Analyze data, provide weekly and monthly reports to maintenance shops based on work orders and PM schedules. Manage all data entry in TMA Systems including space updates after renovations or new builds, building equipment upgrades, PM schedules for equipment, technicians, inspections, vehicles, etc.
- Property/asset management: Administer the Property Control System to ensure the campus meets State and Research Foundation requirements. This includes data entry of new assets, dispositions, and transfers of campus owned assets. Complete all annual required reports requested from SUNY. Assist Facilities Planning with asset inventory reports and physical checks of assets every 2 years.
- Manage campus fleet. Coordinate with SUNY and OGS for vehicles to go to auction when the vehicle is no longer in service. Assist with annual SUNY and NYS required reports regarding campus fleet.
- Provide customer service to the campus community and yield all questions regarding trouble shooting, status, updates, and completion of maintenance work requests. Receive emergency service calls and route as appropriate. Resolve day-to-day operational challenges.
- Implement and maintain office protocols, procedures, and policies. Manage day-to-day meetings, agendas, emails, deadlines, etc.
- Devised and implemented a COVID-19 work request tracking system in March 2020. This helped us track distribution of disinfectant supply orders, mask orders, safety signage installations, and sneeze guard installations.
- Oversaw a major system upgrade for our TMA Systems software in March 2023. Worked directly with the host company to meet deadlines, test data, provide training to maintenance staff, and launch the upgrade to campus.
- Worked with ITS to streamline fleet van reservations by creating an online reservation system which replaced the paper system. Implemented this to campus in April 2023.
- Worked with ITS to streamline key requests by creating an online key request application which helped us go paperless. Launched this to campus in March 2025.
- Managed logistical elements of program operations including scheduling, resource allocation, and budgeting considerations.
Administrative Assistant 1
Geography & Environmental Sustainability
SUNY Oneonta, Oneonta, NY
09.2015 - 01.2020
- Managed office operations and supported department chair.
- Oversaw inventory, procurement, and budgeting.
- Organized documentation and coordinated meetings.
- Processed faculty travel requests and managed course schedule data, maintaining accuracy and timeliness.
- Supervised student employees.
Office Assistant 2
Office of the Registrar
SUNY Oneonta, Oneonta, NY
02.2014 - 09.2015
- Managed budget for Student Association Diploma Account.
- Provided exceptional customer service at Registrar’s Office counter.
- Supervised student employees.
- Processed overseas study credits, accurately updating student records. Evaluated and verified academic records for graduation requirements, maintaining compliance and contributing to timely graduation for students.
Office Assistant 1
James M. Milne Library
SUNY Oneonta, Oneonta, NY
01.2013 - 02.2014
- Processed traditional and electronic materials efficiently, enhancing resource availability for faculty and improving academic support.
- Coordinated with staff to review federal work-study time sheets, ensuring compliance and accurate payroll processing.
- Executed the dispatch of overdue, courtesy, and fine notices, resulting in a noticeable reduction in outstanding materials.
Office Assistant 1
Office of Alumni Affairs
SUNY Oneonta, Oneonta, NY
01.2011 - 01.2013
- Assisted with coordination of major alumni events..
- Optimized student worker processes, increasing task efficiency and event readiness.
- Maintained an up-to-date alumni database, ensuring accurate communication and enhancing relationships with over 55,000 alumni.
Education
Cazenovia College
Cazenovia, NYHigh School Diploma -
Sidney High School
Sidney, NY06-2007
Skills
- Asset management
- Customer service
- Training coordination
- Document control
- Technology support
- Travel coordination
- Excellent communication
- Data analysis & reporting
- Workflow improvement
- Systems management (CMMS)
- Office 365 (Outlook, Sharepoint, OneDrive, Forms, Lists, Teams, Intranet, Powerpoint, Excel, Word)
Certification
TMA Systems Advanced Administrator - March 2024
Timeline
Program Aide
Maintenance & Facilities Operations
01.2020 - Current
Administrative Assistant 1
Geography & Environmental Sustainability
09.2015 - 01.2020
Office Assistant 2
Office of the Registrar
02.2014 - 09.2015
Office Assistant 1
James M. Milne Library
01.2013 - 02.2014
Office Assistant 1
Office of Alumni Affairs
01.2011 - 01.2013
Cazenovia College
High School Diploma -
Sidney High School