Human Resources

Job Description Summary

Facilities Management performs a wide range of support related tasks that contribute to the overall smooth operations of diverse functions while remaining flexible, proactive, resourceful, and professional. This department positively represents the University by providing outstanding customer service when responding to the needs of campus clients and external contacts.

Essential Duties & Responsibilities (other duties may be assigned)

1. Greet and assist customers in a friendly, courteous manner, respond to routine questions and provide information on departmental procedures and services.
2. Provide administrative support for daily functions including answering phones and directing non-routine questions; receive and route mail; manage email accounts and request tracking system; compose routine correspondence; draft replies to non-routine inquiries; record minutes for departmental meetings.
3. Provide administrative support in the coordination and development of special projects including websites, social media pages, posters/displays, marketing, and training materials.
4. Provide updates to department webpages.
5. Update and maintain staff master list and process uniform orders. Coordinate annual uniform order.
6. Assign and monitor student office assistant tasks.
7. Web Time Entry approver and proxy.
8. Process payroll information including new employee paperwork, manual timesheets, and creating Electronic Personnel Action Forms (EPAF's) for all new hires, separations, wage increases, etc.
9. Update Maintenance Direct and PM Direct as necessary with new wage rates, creation of open extended work orders, preventative maintenance work orders, new employees, etc.
10. Provide information and run reports from a variety of sources including maintenance management systems and accounting software.
11. Data entry of labor hours and material/inventory into work orders.
12. Process invoices, budget transfers, check requests, purchase requisitions, and reimbursements.
13. Enter student damage fees into Banner.
14. Maintain inventory for department supplies.
15. Post and distribute public bid packages to outside vendors for various University projects.
16. Assign, track, and report on safety training.
17. Notify appropriate departments of emergency shutdown notices by email.
18. Back-up for purchasing, ordering and/or receiving parts and supplies and freight delivery.
19. Commit to learning about continuous improvement strategies and applying them to everyday work.
20. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures (minimum requirements)

• High school diploma, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience (minimum requirements)

• Three years experience in clerical or administrative support.
• Three years experience using personal computers and basic software packages such as Microsoft Office Suite and Google Suite.
• Three years experience in a customer service setting.
• Experience using advanced features of Microsoft Office Suite for word processing, spreadsheets, and presentations.
• Experience managing PDF files and integrating them into other formats.
• Experience with accounting and payroll procedures and processes.

Desirable Education and/or Experience

• Bachelor's degree, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Experience using Microsoft™ Publisher, Adobe™ Creative Suite, Content Management System (CMS), Perceptive Content™, and Banner software.
• Familiarity with maintenance management software, TeamDynamix™ or similar electronic work request ticketing systems.
• Experience working in higher education facilities management.

Required Knowledge, Skills, and/or Abilities (minimum requirements)

• Demonstrated ability to interact and communicate effectively with a diverse variety of faculty, staff and students with courtesy and professionalism.
• Excellent interpersonal, customer service and oral/written communication skills.
• Demonstrated ability to work effectively under conditions with frequent interruptions and meet established deadlines.
• Demonstrated ability to handle multiple tasks with attention to detail and a high degree of accuracy.
• Demonstrated ability to independently organize and prioritize work assignments in a complex work environment.
• Demonstrated knowledge of proper grammar, spelling, and punctuation.
• Demonstrated ability to work independently and take the initiative to solve problems.
• Demonstrated ability to use judgment when dealing with confidential information.
• Demonstrated willingness and ability to learn new software, systems, and other computer-based applications.
• Demonstrated ability to effectively adapt to change.
• Demonstrated ability to work as a member of a team and contribute to the overall operations of a service environment.
• Demonstrated ability to communicate effectively across cultural boundaries and work harmoniously with diverse groups of students, faculty, and staff.
• Demonstrated commitment to contribute to a safe work environment.
• Demonstrated ability to use sound judgment when dealing with confidential information.
• Demonstrated ability to track and monitor expenditures and financial information.

Desirable Knowledge, Skills, and/or Abilities

• Demonstrated understanding of safe operating and maintenance procedures.
• Demonstrated ability to independently organize and prioritize customer service and organizational work assignments.
• Demonstrated team building and networking skills.
• Knowledgeable in Lean processes and continuous improvement efforts.
• Experience working with processing, reconciling, and reporting financial transactions.
• Excellent work attendance record.

Work Environment and/or Physical Demands

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is occasionally required to sit, climb or balance, and taste or smell.
The employee is frequently required to stoop, kneel, crouch or crawl. The employee is regularly required to stand; walk; talk or hear, use hands to finger, handle, or feel an object; and reach with hands and arms. The employee must regularly lift and/or move up to 25 pounds, occasionally lifting and/or moving up to 50 pounds.

Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception and the ability to adjust focus.

Work Environment:
The work environment characteristics described here are representative of a typical office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to maintenance repair areas and loading docks.

The noise level in the work environment is usually moderate.

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:

• Employee Safety Overview

• Anti-Harassment, Discrimination, Retaliation Training

• Annual Data Security Training 

• Annual Title IX Training

Required Departmental Training: 

• General Safety Awareness
• Hazard Communication
• Bloodborne Pathogens
• Additional training will be required by the department on a periodic basis.

Background Check:

Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

Other Conditions of Employment:

The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.

Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities

1.00

FLSA Status

Non-Exempt

Appointment Term

12 months

Shift

1st Shift

Pay Rate/Salary

Contractual. External candidates will receive the minimum amount ($14.25/hr).

Title of Position Supervisor

Business Manager

Posting Type

Special Instructions to Applicants (if applicable)

UAW Posting 2/24/2023 - 3/2/2023
External applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.