Key Desk Supervisor

The University is looking for Key Desk Supervisor. This position oversees the University Key Program and Key Desk operations to ensure secure, compliant, and efficient management of campus keys and access. It provides direct supervision, training, and mentoring to Key Desk staff while reviewing and improving operational processes and maintaining audit readiness. The role serves as the primary point of contact for campus stakeholders, coordinating contractor and project-related access and determining appropriate authorization levels to reduce institutional risk. It also manages and maintains multiple Key Desk and Lock Shop databases to ensure accurate, reliable access records.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Access Authorization
and Security:

• Review,
  research, and process unique requests for building access from UA Planning,
  Design & Construction (PD&C), FM Project Managers, and
  contractors.
• Conduct
  detailed review of requested access areas, including ingress and egress of
  building and areas, to determine keys/Access Cards required to provide the
  appropriate level of access. Provide analysis and recommendation to customers.
• Assign any
  required Access Cards and liaise with Lock Shop Access Control Lead and
  Building Managers for programming requirements. Determine level of key/card checkout, i.e., extended, daily, overnight,
  contract etc. Liaise during the review process with Project Managers,
  contractors, and departments, as required.
• Discuss with
  Lock Shop & Key Desk Supervisor for final review and approval for any
  contract checkout requests and to determine contract deposit.

Supervision and
Staff Management:

• Supervise Key
  Desk staff, provide ongoing training, mentoring and provide solutions to
  resolve any contractor or customer queries or concerns.
• Manage daily
  tasks of employees and coordinate with other areas to offer employees
  assistance if needed.
• Provide
  training to employees when required.
• Perform career
  conversations, provide professional development, and provide necessary
  corrective actions/performance improvement plans.
• Review
  completed Master/Sub Master/Restricted Access Agreement/Lost Key replacement
  requests to ensure adequate research has been done, prior to presenting to Lock
  Shop & Key Desk Supervisor for final review and signature.

Key System
Administration:

• Review and
  Process Facilities Management requests for Master key ring requests.
• Complete
  required request paperwork and compile key sets, for new Master key sets. For
  keys being added, to existing Master key sets, review set for inactive or no
  longer required keys.
• For custodial
  key sets, meet with Lock Shop & Key Desk Supervisor with recommendations
  for possible split-keying of any FM restricted mechanical keys present on key
  sets, to limit liability, providing required access.

Administrative
Oversight and Compliance Management:

• Tracks key
  performance indicators and report out to FM senior leadership team.
• Processes confidentially
  termed Facilities Management employees' reports.
• Conduct audits
  to ensure contractors have current Financial Responsibility Form on file,
  review daily key transactions and maintain monthly audit file.
• Email and
  monitor Annual Report of Current Key Holder reports and assign them to Key Desk
  staff, to follow through to completion.
• Regularly
  review and streamline, where necessary, Key Desk procedures.

Knowledge,
Skills and Abilities:

• Knowledge of
  access control, security procedures, and administrative processes.
• Knowledge of
  general office practices, record-keeping, and compliance requirements.
• Ability to
  communicate effectively with different groups/individuals.
• Ability to
  handle confidential and sensitive information
• Ability to
  maintain accurate documentation and ensure compliance with policies.
• Strong
  communication and customer service skills.
• Skill in
  organizing tasks, managing workflows, and maintaining accurate documentation.
• Skill in
  supervising staff, providing guidance, and supporting daily operations.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Three years of related work experience or equivalent combination of education and work experience required.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

• Prior experience maintaining large accesscontrol or facilitiesrelated databases and performing regular audits to identify discrepancies and ensure policy adherence.