Program Administrator

Program Administrator

Salary

$62,732.78 - $71,987.31 Annually

Location

2840 Dana Street, Norfolk, VA

Job Type

Permanent Full-time

Job Number

14348

Department

General Services

Division

Facility Maintenance

Opening Date

09/03/2026

Closing Date

9/13/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Description

Norfolk, Virginia stands as Americas most genuine and urban waterfront city. As the home to the worlds largest naval station and the epicenter for business, arts, and culture in Coastal Virginia, Norfolk has been recognized by numerous publications as an ideal place to live, work, enjoy, and raise a family. Employment with the City of Norfolk presents a unique opportunity to significantly impact the lives of others. With our dedication to competitive compensation and a robust retirement package, you can contribute positively to your community while also achieving personal success. Join a compassionate workplace that celebrates diversity, authenticity, and a shared commitment to enhancing the lives of our residents.

The Department of General Services - Facilities Maintenance Division is responsible for maintaining safe, reliable, and functional City facilities that support employees, residents, and visitors throughout Norfolk. The division provides comprehensive building maintenance and skilled trade services across a diverse portfolio of municipal facilities, including administrative buildings, public safety facilities, libraries, recreation centers, cultural and entertainment venues, and other City-owned properties.

Facilities Maintenance is a collaborative, service-driven organization focused on preventive maintenance, operational reliability, safety, accountability, and responsible stewardship of City assets. The division uses technology, asset data, work management systems, and performance information to improve maintenance planning, prioritize resources, extend the useful life of facilities and equipment, and support data-informed decision-making. Employees work closely with skilled trades, supervisors, City departments, contractors, vendors, and other stakeholders to provide responsive and effective facility services.

The Asset Management Program Administrator is responsible for administering and continuously improving the Facilities Maintenance Division's asset and work management program, including the Asset Essentials computerized maintenance management system (CMMS). This position serves as the division's primary program resource for Asset Essentials and provides centralized oversight of system administration, data integrity, preventive maintenance programming, asset information, reporting, process improvement, and user support.

The position establishes and maintains standards and procedures governing the use of Asset Essentials; coordinates system configuration, user access, workflows, and enhancements; and ensures the accuracy and completeness of asset, location, work order, preventive maintenance, warranty, lifecycle, labor, cost, and related operational data. The Program Administrator analyzes system and operational information to identify trends, measure performance, improve business processes, and provide leadership with reliable information for resource allocation, maintenance planning, budgeting, and long-term asset management.

This position works closely with Facilities Maintenance leadership, supervisors, skilled trades employees, administrative staff, City technology and GIS resources, contractors, vendors, and other departments. The position also conducts field verification at City facilities to validate asset and location information, review maintenance requirements, reconcile physical conditions with system records, and support the development of accurate preventive maintenance and lifecycle data.

The Asset Management Program Administrator develops training, procedures, performance measures, dashboards, and reporting practices; leads program improvements; provides technical and operational guidance to users; and supports the division's continued transition from reactive maintenance toward a more preventive, predictive, and data-driven asset management model. The position may coordinate or supervise assigned professional, technical, administrative, temporary, or support personnel as program needs evolve.

Essential Functions

• Administers the Facilities Maintenance Division's asset and work management program, Asset Essentials, by establishing program standards, procedures, priorities, governance requirements, and quality-control processes that support effective maintenance operations and long-term management of City assets.
• Serves as the primary administrator and subject matter resource for Asset Essentials by coordinating system configuration, workflows, user roles and permissions, account administration, data standards, enhancements, upgrades, troubleshooting, and integration with GIS and other applicable City systems.
• Maintains and improves program data integrity by establishing standards and conducting audits of asset, equipment, facility, location, work order, preventive maintenance, labor, material, contractor, warranty, lifecycle, and related operational information; identifies deficiencies and coordinates corrective actions.
• Develops, implements, evaluates, and maintains preventive maintenance programs in coordination with supervisors, skilled trades personnel, manufacturer recommendations, equipment history, regulatory requirements, safety requirements, and operational priorities.
• Conducts field verification and program audits at City facilities to validate asset inventories, equipment attributes, locations, condition information, preventive maintenance requirements, warranty and lifecycle information, and other system records; reconciles physical conditions with Asset Essentials, GIS, and related data sources.
• Analyzes asset management and maintenance data to identify trends, recurring issues, operational risks, resource needs, and opportunities for improvement; develops recommendations to improve productivity, service delivery, preventive maintenance performance, cost effectiveness, and asset reliability.
• Develops and maintains dashboards, reports, performance measures, and recurring reporting processes related to work order activity, preventive maintenance compliance, backlog, response and completion times, labor utilization, costs, asset history, contractor activity, and other key operational indicators.
• Develops, documents, and implements policies, standard operating procedures, training materials, data standards, and business processes governing Asset Essentials and related maintenance-management activities; provides training, technical assistance, and ongoing guidance to supervisors, employees, requestors, and other system users.
• Coordinates program activities, system improvements, and business-process changes with Facilities Maintenance leadership, supervisors, skilled trades staff, other City departments, technology and GIS personnel, contractors, vendors, and other stakeholders; evaluates program effectiveness and recommends or implements improvements.
• Supports strategic maintenance and asset planning by developing reliable information regarding asset condition, maintenance history, lifecycle, warranties, costs, risk, and replacement needs to support budgeting, capital planning, resource allocation, and long-term decision-making; may coordinate, lead, or supervise assigned program support personnel as organizational needs evolve.

Education/Experience

Required:

• Bachelor's degree in business administration, public administration, facilities management, information systems, data analytics, engineering technology, asset management, or a related field, or an equivalent combination of education and relevant experience.
• Three (3) years of experience in program management or related field.

Preferred:

• Three (3) or more years of progressively responsible experience in one or more of the following areas: Program administration or program management, Computerized Maintenance Management Systems (CMMS) or Enterprise Asset Management (EAM) systems.
• Facilities or infrastructure asset management
• Preventive maintenance program development
• Experience with Asset Essentials or a comparable CMMS/EAM platform and experience working in municipal government, facilities maintenance, public works, utilities, or another large multi-facility environment is highly desirable.

Additional Information & Requirements

• Valid Drivers License required.

Preferred:

• Certified Maintenance & Reliability Professional (CMRP).
• Certified Facility Manager (CFM) or Facility Management Professional (FMP).
• Asset management certification or related professional credential.
• Project Management Professional (PMP) or related project management certification.
• GIS, data analytics, business intelligence, or reporting-system training/certification.

Work Schedule:

• Monday through Friday, 8:00 am to 5:00 pm

• Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.

• Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.

• Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.

• Retirement

If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

• The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant's school of enrollment must be an accredited institution.

NOTE:

The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.

Non-City

Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.

01

The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.

• I understand and will answer the following supplemental questions completely and thoroughly.

02

If you were referred for this position by a current City of Norfolk employee, please provide the employees full name, department, and job title, and your relationship to the employee. If not, please indicate by typing "N/A."

03

Please select the highest level of education you have completed.

• High School Diploma/GED
• Some College (6 months or more)
• Vocational/Technical Degree
• Associates Degree
• Bachelors Degree
• Masters Degree or higher

04

How many years of experience do you have in program administration or management?

• Less than 3 years
• 3-4 years
• 4-5 years
• 5 years or more

05

Which best describes your experience administering a computerized maintenance management system (CMMS) or enterprise asset management (EAM) system?

• I have not used a CMMS/EAM system.
• I have used a CMMS/EAM system primarily to enter or update work orders.
• I have been an advanced user responsible for reporting, data maintenance, or supporting other users.
• I have served as a system administrator or program lead responsible for configuration, data governance, user administration, workflows, reporting, training, or system improvements.

06

Which best describes your experience managing asset data?

• I have little or no experience maintaining asset information.
• I have entered or updated basic equipment or inventory records.
• I have maintained structured asset records including locations, equipment information, warranties, maintenance history, or lifecycle data.
• . I have developed or administered asset-data standards, conducted data-quality audits, reconciled physical assets with system records, and implemented processes to improve data integrity.

07

Which best describes your experience developing or administering preventive maintenance programs?

• I have no direct experience with preventive maintenance programs.
• I have completed preventive maintenance work orders assigned to me.
• I have helped develop or update preventive maintenance schedules or procedures.
• I have developed or administered preventive maintenance programs using equipment requirements, manufacturer recommendations, regulatory requirements, asset history, and operational priorities.

08

You discover that the same piece of equipment appears multiple times in the CMMS under different names and locations. What is the best first approach?

• Delete all duplicate records immediately.
• Leave the records unchanged because historical data may be affected.
• Research the records, verify the physical asset and location, review associated work history, determine the authoritative record, and develop a controlled approach for correcting the data.
• Create another record using a standardized name and use that record going forward.

09

Leadership asks whether preventive maintenance is reducing emergency repairs. What would be the best way to answer the question?

• Ask supervisors whether they think emergency repairs have decreased.
• Compare preventive maintenance completion, emergency work orders, equipment history, failure trends, costs, and other relevant data over time.
• Count the total number of preventive maintenance work orders completed this year.
• Review only the current month's emergency work orders.

10

Which best describes your experience developing reports, dashboards, or performance measures?

• I have little or no experience developing reports.
• I have run standard reports created by others.
• I have developed recurring reports using spreadsheets, databases, CMMS data, or reporting tools.
• I have developed performance measures or dashboards, analyzed trends, validated underlying data, and presented findings or recommendations to management.

11

A department wants a major change to an established Asset Essentials workflow because the current process is inconvenient for its staff. What is the best response?

• Make the requested change immediately.
• Decline the request because established workflows should never be changed.
• Evaluate the business need, affected users, data and reporting impacts, internal controls, and potential alternatives before recommending or implementing a change.
• Tell the department to develop its own separate process outside the system.

12

Which best describes your experience training or supporting users of a technology or business-management system?

• I have not provided user training or support.
• I have occasionally shown coworkers how to perform individual tasks.
• I have provided structured user training, developed job aids or procedures, and assisted users with system or process questions.
• I have developed and managed an ongoing training and support program, established standards, created documentation, and worked with users and management to improve adoption and compliance.

13

Which best describes your experience working across multiple departments, work groups, or professional disciplines?

• Most of my work has been performed independently within one work unit.
• I occasionally communicate with other departments or work groups.
• I regularly coordinate projects or processes involving multiple departments, operational staff, vendors, or stakeholders.
• I have led cross-functional initiatives requiring competing priorities to be resolved, standards established, processes changed, and multiple stakeholder groups coordinated.

14

Which best describes your experience leading programs, projects, or staff?

• I have not formally led programs, projects, or employees.
• I have informally assisted coworkers or served as a subject matter resource.
• I have led projects, coordinated work assignments, trained employees, or monitored the work of vendors or contractors.
• I have independently administered a program or major function and have experience assigning work, establishing expectations, evaluating performance, coordinating staff or resources, and ensuring program outcomes.

15

Do you have a valid drivers license?

• Yes
• No

16

Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?

• Yes
• No

17

Please explain any periods of unemployment lasting more than 30 days that occurred within the last 10 years. For each gap, include the approximate dates and a brief explanation.

18

Are you a current or previous City of Norfolk employee?

• Yes - I am a current City of Norfolk Employee
• Yes - I am a previous City of Norfolk Employee
• No - I am not a previous or current City of Norfolk employee

19

Please indicate your veteran status. (A copy of your long form DD-214 may be required)

• I am not a Veteran
• I am a Veteran
• I am a Disabled Veteran

Required Question

Employer City of Norfolk