Project Administrator

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 issues
  
  Coordinate 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.

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 identities
• Experience with MSU systems such as Star Rez ,Orange QC and EBS
• Self‑starter with strong organizational skills, initiative, leadership abilities, and a continuous learning mindset
• Ability to provide first‑level supervision to student employees (if applicable)
• One to three years of…