Project Administrator

Michigan State University(MSU) • East Lansing, MI • 1d ago

Position Summary

The Facilities System Coordinator role performs administrative duties in support of the Residence Education and Housing Services (REHS) Facilities Team and the Assistant Director for Coordination and Planning. This position directly reports to the Assistant Director for Coordination and Planning and indirectly to the Associate Directors who supervise the facilities team. Duties include data collection and auditing, creating and sharing reports, process mapping, project management, training, and assisting with building and electronic key access.

Develop and implement inventory management processes with Facilities and BFS teams to ensure accurate counts across multiple warehouses

Manage inventory records and databases; research and resolve discrepancies and variances

Support BFS Accounting by verifying correct account numbers for inventory, labor, and crew assignments in the work order management system

Create and maintain financial and inventory reports within the Facilities Management system; troubleshoot reporting issues

Establish and update data elements within facilities management software for accurate financial and inventory reporting

Assist with work order and billing reconciliation; help troubleshoot and resolve variances

Analyze processes and recommend cost-saving opportunities

Apply project management concepts to develop process maps and drive improvements

Maintain user records for facilities management systems

Conduct building and key access audits

Produce weekly, monthly, and annual reports/memos for REHS Core Leadership

Collaborate with REHS Facilities Team and campus partners to review, revise, and implement new processes using facilities management software

Review and improve processes through an antiracist and inclusive lens

Lead teams in process mapping and analysis to increase efficiency

Generate routine work status and preventative maintenance reports for management and lead personnel

Create and share infographics using data from work order management systems

Train in-unit personnel and departmental team members on facilities management software and related processes

Perform other duties as assigned

Communications/Interpersonal Relationships

Collaborate with co-workers to review policies, discuss procedures, and share new information

Communicate with customers regarding maintenance services, deadlines, and inquiries

Work with supervisory staff to review projects, staffing, operations, and resolve issuesCoordinate with university partners to exchange information and enhance services

Coordinate with university partners to exchange information and enhance services

All positions in RHS are designated as critical status. In the event of a university closure, modification, or suspension of operations due to snow or other emergency condition, persons in this position are expected to make all reasonable attempts to report to work as scheduled for the duration of the closure/suspension. If a person has an approved remote work agreement to work a portion of their normally scheduled work hours remotely, they may be called upon to work on-site to serve the MSU community.

Minimum Requirements

Knowledge equivalent to that which would normally be acquired in a four year Bachelor's college degree in facilities management, business, accounting, supply chain management, information systems, or a related field, three to five years of related and progressively more expansive work experience in a field related to the position including planning and managing projects; communications content management (written, verbal, digital) experience with word processing, database, spreadsheet, presentation, calendaring softwa

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