Facilities Operations Assistant

Position Title :

Facilities Operations Assistant

Location :

Grand Rapids (Kendall)

Department :

55700 - KCAD Facilities

Advertised Salary :

$20.45-$25.66 hourly rate pursuant to the FSU and CTA / MEA-NEA Agreement.

Benefits :

Please see the following link for a list of benefits offered with this position.

Clerical Tech Association (CTA)

FLSA : Non-Exempt

Temporary / Continuing :

Continuing

Part-Time / Full-Time :

Full-Time

Union Group :

Clerical-Technical Association (MEA-NEA)

Term of Position : 12 Month

At Will / Just Cause :

Just Cause

Summary of Position :

Work with Facilities Management personnel on the daily operational duties of the Work Control Center (WCC) for the KCAD Campus. Work independently to supervise the student employees in the work control center area. Assist patrons to utilize 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. This position is anticipated to be M-F 8 : 00 am - 5 : 00 pm.

Position Type : Staff

Required Education :

High school diploma or GED equivalency.

Required Work Experience :

Three years of successful demonstrated hands-on experience responding to customer requests and issues in a call center / work distribution center / dispatcher / work control center 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.

Required Licenses and Certifications :

Physical Demands :

• Office Environment
• Bending
• Moving
• Reaching
• Sitting
• Repetitive movement
• Standing

Additional Education / Experiences to be Considered :

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

The requirements listed are representative of the knowledge, skill, and / or ability required. Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of full-time related work experience equals one year of education.

Essential Duties / Responsibilities :

Answer inquiries from a variety of internal and external customers, provide explanation and interpretation of departmental policies and procedures, and assist in answering questions.

Assist in the development of training, educational, and informational materials for University staff and customers associated with the computerized maintenance management system software.

Assist students in obtaining plans, drawings, etc. for classroom usage.

Interview, recommend for hire, and train non-bargaining unit clerical and student employees.

Instruct students and patrons on the proper use of submitting requests for service and utilizing the CMMS system.

Inventory and order supplies utilizing pcard for transactions and processing required paperwork.

Must be able to multi-task and perform duties simultaneously during stressful situations and be able to efficiently deploy resources in routine and emergency level instances.

Perform a variety of office support duties such as development of forms, letters, answering phones, recordkeeping, etc.

Monitor and process expenses and travel in Concur and AiM.

Establish and maintain filing and record keeping systems both physically and electronically.

Perform independent receptionist duties including greeting students, faculty, visitors, vendors, contractors, and staff by providing required assistance, answering routine inquiries, and scheduling appointments, meetings, and verifying classroom availability for scheduling work order requests and non-routine correspondence for review and approval of supervisory staff.

Prepare reports on various issues, such as work orders, workload, etc. for assigned areas utilizing computer software programs such as word processing, spreadsheets, database and file management.

Provide accurate information regarding work order system to WCC customers. Assist in troubleshooting customer problems. Answer WCC telephones at peak levels or when other assigned employees are not available.

Regularly deal with sensitive and confidential matters. Responsible for maintaining the confidentiality of designated information.

Review and interpret incoming mail and assemble files and other related materials to facilitate response by Facilities Management supervisors.

Work with computerized maintenance management work order system and input work orders and schedule as needed.

Contact office, agencies, vendors, students, parents, clients, and customers regarding accounts, purchases, charges, etc.

Process payroll for all Facilities Management departments.

Prepare and / or instruct others in the preparation of purchase orders, purchase cards, and other accounting documents.

Analyze records and accounts, make recommendations, monitor and take action as required / authorized.

Analyze various accounts, reports and data for accuracy and investigate discrepancies or irregularities.

Develop, implement, and / or 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 by using a computer to access various software programs and systems.

Monitor, maintain, and exercise functional control over specialized and / or complex records and accounts.

Coordinate multiple tasks on a daily basis with limited supervision.

Assist with managing customer requests / work orders submitted from the Grand Rapids campuses including scheduling / coordinating with master service agreement contractors, etc.

Maintain keys and FOB systems and serve as the Key Custodian for the buildings on the GR campus.

Maintain MSDS updates and related information.

Assist with managing student and staff parking options and passes.

Manage student studio space including collecting payment and managing agreements.

Maintain the building calendar.

Manage room reservations for both internal and external requests.

Assist with maintaining the fixed asset report.

Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty and staff to thrive authentically.

Support, promote, and develop university student enrollment and retention initiatives.

Any other duties assigned within the position classification area.

Marginal Duties / Responsibilities :

Attend meetings and conferences in absence of 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.

Performs all duties in compliance with applicable University policies and procedures and state and federal requirements.

Reports directly to the Building Manager of KCAD facilities.

Skills and Abilities :

Ability to assess patron needs including interpretation of the problem using the most effective resource available.

Analyze, apply problem solving techniques, and research Facilities Management areas.

Communicate effectively both orally and in writing.

Express information in a clear and precise way and be able to multi-task in stressful situations on a daily basis.

Input, retrieve, download, merge, and output information from various software programs and systems.

Interact and work effectively with a diverse group of staff, University, and community population in a variety of situations.

Operate a variety of office machines and equipment such as computer, typewriter, facsimile, dictation equipment, multi-line telephone, copier, calculator, and laminator, to include making minor adjustments (requires some mechanical aptitude).

Perform basic mathematical operations with accuracy.

Plan, organize, and make sound judgments and decisions.

Direct and train others in the performance of the characteristic duties.

Train others in the use of CMMS software and possess ability to operate and make minor adjustments to the system.

Use computer software such as word processing, spreadsheets and database along with pcard transactions.

Utilize the rules of proper grammar, correct spelling and punctuation, and correct arrangement of information.

Work in a sometimes stressful environment with grace and tact.

Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.

Required Documents :

Optional Documents :

Unofficial Transcript 1

Special Instructions to Applicants :

Unofficial Transcript 1 (OPTIONAL) : Attach a copy of unofficial transcript verifying satisfactory completion of two years of college (if applicable as described in Additional Education / Experiences to be Considered section). If you do not have a transcript, please write a justification explaining how your work experience is equivalent to the required education and attach that justification in lieu of the transcript. Transcript must include : Institution name, applicant name, date degree attained, degree awarded. Finalist will be required to submit an official transcript (if applicable).

Initial Application Review Date :

September 8, 2025

Open Until Position is Filled? :

Yes

Posting Close Date : EEO Statement :

Ferris State University, an Affirmative Action / Equal Opportunity employer, is committed to enhancing equity, inclusion, and diversity within its community. Ferris offers employment opportunities to qualified candidates seeking careers in a student-focused environment that values opportunity, collaboration, diversity and educational excellence. Learn more about the Ferris Mission and community at ferris.edu . The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University's Policy on Non-Discrimination, visit : Ferris Non-Discrimination Statement .

Click here to learn more about working at FSU and KCAD.