Facilities Operation Assistant

Location: Big Rapids, MI (Main Campus)

Temporary/Continuing: Continuing
Part-Time/Full-Time: Full-Time
Schedule: Monday–Friday, 8:00 am – 5:00 pm
Advertised Salary: $20.86 hourly pursuant to the FSU and CTA/MEA-NEA Agreement

About the Role

Work with Facilities Management personnel on the daily operational duties of the Work Control Center (WCC) for the Big Rapids Campus and KCAD Campus. Work independently to supervise student employees in the work control center area. Assist patrons in utilizing the computerized maintenance management software (CMMS) system and equipment. Provide clerical assistance to Facilities Management departments, including processing payroll, data entry, and credit card reconciliations.

Responsibilities

• Answer inquiries from internal and external customers, provide explanations of departmental policies and procedures, and assist with questions.
• Assist in developing training, educational, and informational materials for University staff and customers related to the CMMS software.
• Assist students in obtaining plans, drawings, and other materials for classroom use.
• Interview, recommend for hire, train, and guide non-bargaining unit clerical and student employees.
• Instruct students and patrons on submitting service requests and using the CMMS system.
• Inventory and order supplies using a pcard for transactions and process required paperwork.
• Multi-task and perform duties simultaneously during stressful situations, efficiently deploying resources in routine and emergency instances.
• Perform office support duties such as developing forms, letters, answering phones, and recordkeeping.
• Monitor and process expenses and travel in Concur and the custodial/maintenance system.
• Establish and maintain filing and recordkeeping systems, both physically and electronically.
• Perform receptionist duties, including greeting students, faculty, visitors, vendors, and contractors; answering inquiries; scheduling appointments; and verifying classroom availability.
• Prepare reports on work orders, workload, and other issues using word processing, spreadsheets, and database software.
• Provide accurate information about the work order system to WCC customers and assist in troubleshooting problems.
• Answer WCC telephones during peak levels or when other staff are unavailable.
• Handle sensitive and confidential matters, maintaining confidentiality of designated information.
• Review and interpret incoming mail, assembling files and related materials for Facilities Management supervisors.
• Work with the computerized maintenance management work order system, inputting and scheduling work orders as needed.
• Contact offices, agencies, vendors, students, parents, clients, and customers regarding accounts, purchases, and charges.
• Process payroll for all Facilities Management departments.
• Prepare and instruct others in preparing purchase orders, purchase cards, and other accounting documents.
• Analyze records and accounts, make recommendations, and monitor actions as required or authorized.
• Analyze various accounts, reports, and data for accuracy, investigating discrepancies or irregularities.
• Develop, implement, and review bookkeeping, recordkeeping, accounting, and related office procedures.
• Balance a variety of transactions (AiM, Banner, Concur, Timeclock+, etc.).
• Input, retrieve, download, merge, output, and maintain information using computer software and systems.
• Monitor, maintain, and exercise functional control over specialized and complex records and accounts.
• Coordinate multiple tasks daily with limited supervision.
• Assist with managing customer requests and work orders from the Grand Rapids campuses, including scheduling and coordinating with master service agreement contractors.
• Carry out responsibilities in accordance with university policies and applicable laws.
• Support university student enrollment and retention initiatives.
• Perform any other duties assigned within the position classification.

Marginal Duties

• Attend meetings and conferences in the absence of the supervisor.
• Provide back-up assistance for other clerical positions and perform routine office support duties.
• Participate in professional development, campus-wide communities, and outside professional groups as needed.

Requirements

• High School Diploma or GED equivalent.
• Three years of hands-on experience responding to customer requests in a call center, work distribution center, dispatcher, or customer service environment.
• Experience working with computerized management software and Microsoft Office Suite.
• One year in a general office setting, preferably involving multi-line telephones and customer service.

Preferred Qualifications

• Satisfactory completion of two years of college.
• Experience working in a university/college or facilities management environment.
• Experience with maintenance management software.
• Experience in accounting/bookkeeping and office administration.

Skills

• Ability to assess patron needs and interpret problems using effective resources.
• Analyze and apply problem-solving techniques in Facilities Management areas.
• Communicate effectively both orally and in writing.
• Interact and work effectively with a diverse group of staff, university, and community populations.
• Operate office machines and equipment, including computers, multi-line telephones, copiers, and calculators.
• Perform basic mathematical operations accurately.
• Plan, organize, and make sound judgments and decisions.
• Train, guide, and instruct employees, students, and system users effectively.
• Utilize computer software programs, including word processing, spreadsheets, databases, and PCard applications.
• Apply proper grammar, spelling, punctuation, and arrangement of information.
• Demonstrated experience working with people from diverse backgrounds.

Benefits

Comprehensive benefit package including health care and vacation. View benefits offered with this position.

Physical Demands

• Office environment.
• Bending, moving, reaching, sitting, repetitive movement, standing.