Facilities Dispatcher

Position Overview

The Facilities Dispatcher I is responsible for receiving, prioritizing, coordinating, and assigning emergency and non-emergency service calls to ensure the safety and security of university personnel and facilities. This role demands a high level of customer service in a fast‑paced environment, continuously displaying a positive, professional, and helpful manner.

• Receive, process, distribute, and track all campus keys for faculty, staff, students, and contractors while maintaining accurate records in key management databases.
• Manage incoming service requests by receiving, prioritizing, assigning, and dispatching work orders, including emergency and routine maintenance calls.
• Receive and coordinate utility outage requests with engineering, project management, and trades staff.
• Troubleshoot service issues and coordinate appropriate responses with personnel.
• Process work requests by documenting service details, setting priorities, and recording billing information.
• Complete a variety of technical, clerical, and office administrative tasks.
• Other duties as assigned.

• High school diploma or G.E.D.
• At least two years of progressively responsible administrative experience with emphasis on customer service, data entry, and record keeping, or an equivalent combination of education and experience.
• Demonstrated competence using computers and software, including Microsoft Office (Outlook, Word, Excel), databases, and email systems.
• Proven ability to maintain, process, and verify detailed records with a high degree of accuracy.
• Strong organizational skills with the ability to prioritize workloads, manage multiple tasks, and meet deadlines in a fast‑paced environment.
• Demonstrated ability to compose, format, and proofread business correspondence and reports with attention to grammar, punctuation, and clarity.
• Ability to interpret and apply guidelines, procedures, and regulations.
• Demonstrated ability to provide high‑level customer service in a high‑volume, public‑facing environment while continuously maintaining a positive and professional demeanor.

• Experience with front‑line customer service or dispatch role (e.g., key distribution, call handling, walk‑in service).
• Experience working with database systems, including Computerized Maintenance Management Systems (CMMS).
• General knowledge of Facilities Services operations, policies, and procedures. Experience in a large university.

• Consistently exercise initiative and good judgment while prioritizing workload to meet deadlines with minimal supervision.
• Communicate effectively both verbally and in writing.
• Maintain confidentiality of records and information.
• Represent the department and MSU to others in a professional and courteous manner.

In accordance with MSU policy, hiring will be conditional upon successful completion of a pre‑employment background check. This job description should not be construed as an exhaustive statement of duties, responsibilities, or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands:
Must be able to sit for long periods of time in a normal office environment. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed above are representative of the knowledge, skill, and/or ability required.

• Medical / Dental / Vision
• Retirement
• Tuition waiver
• Annual and sick leave
• Holiday pay

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.

To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.

Amber Gregg
amber.gregg1
406‑994‑5454