Project Administrator

Project AdministratorThe 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 warehousesManage inventory records and databases; research and resolve discrepancies and variancesSupport BFS Accounting by verifying correct account numbers for inventory, labor, and crew assignments in the work order management systemCreate and maintain financial and inventory reports within the Facilities Management system; troubleshoot reporting issuesEstablish and update data elements within facilities management software for accurate financial and inventory reportingAssist with work order and billing reconciliation; help troubleshoot and resolve variancesAnalyze processes and recommend cost-saving opportunitiesApply project management concepts to develop process maps and drive improvementsMaintain user records for facilities management systemsConduct building and key access auditsProduce weekly, monthly, and annual reports/memos for REHS Core LeadershipCollaborate with REHS Facilities Team and campus partners to review, revise, and implement new processes using facilities management softwareReview and improve processes through an antiracist and inclusive lensLead teams in process mapping and analysis to increase efficiencyGenerate routine work status and preventative maintenance reports for management and lead personnelCreate and share infographics using data from work order management systemsTrain in-unit personnel and departmental team members on facilities management software and related processesPerform other duties as assignedCollaborate with co-workers to review policies, discuss procedures, and share new informationCommunicate with customers regarding maintenance services, deadlines, and inquiriesWork with supervisory staff to review projects, staffing, operations, and resolve issuesCoordinate with university partners to exchange information and enhance servicesCoordinate with university partners to exchange information and enhance servicesAll 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.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 software, desktop publishing and/or project management software; or an equivalent combination of education and experience.Ability to adapt communication style to various cultural and social identitiesExperience with MSU systems such as StarRez,Orange QC and EBSSelf-starter with strong organizational skills, initiative, leadership abilities, and a continuous learning mindsetAbility to provide first-level supervision to student employees (if applicable)One to three years of experience in property management within a residential environment.One to three years of experience working in maintenance system PlanonAbility to communicate effectively with diverse populations and work collaboratively in team environmentsDemonstrated problem-solving skills and the ability to manage multiple priorities in a fast-paced office settingAll team members must meet education and/or experience requirements as outlined by industry standardsAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.Resume/Cover letter/Professional ReferencesSTANDARD 8-5