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Assists the Facilities Planning & Space Management Department with the day to day operations and departmental fiscal management
Fiscal management oversight responsibilities:
MSU Denver Neighborhood Building operations and maintenance budgets.
Renovation budgets for the MSU Denver Facilities Planning Office.
Assists with coordination of contract and amendment routing for signature approval.
Coordinates all invoices and pay applications to the proper authority for approval.
Develops and maintains methods to track funding source and approvals, prepares and maintains Purchase Orders, check requests, credit card purchases, ordering and invoices, procard etc.
Acts as a preliminary fiscal point-of-contact between the Director of Facilities, Accounting Services, Budget Office, and the Auraria Higher Education Center Facilities Management division.
Assists the construction manager in the research and ordering of furniture, supplies and equipment needs for various remodeling, capital construction, or department requests
Assists the construction manager in developing bid documents for furnishings and equipment procurement.
Meets with vendors when requested to discuss issues or concerns with products or services.
First point of contact for Accounting; routing and approval of invoices for payment.
Works with Budget Department and Fixed Asset Accountant for reconciliation of plant fund, misc. work orders, FOAPS, and invoices.
Travel coordination and arrangements for the Facilities Planning staff.
Coordinates design workshop schedules with Facilities Planning Office, faculty & staff, and design consultants.
Day to day operations of the Facilities Department
Delivering documents via courier to the Attorney General’s office for signatures.
Route other documents as needed for signature.
Work order management-Assists in reviewing all work orders coming into Facilities Planning Office and keeping open line of communication with the clients.
Also assists in work order entry and administration.
Space/event scheduling requests
Reserving Space for Events in the Student Success Building lobbies and plaza areas.
Facilities Department meetings: Scheduling, minutes and preparing agenda’s
Other special projects as requested by the Director of Facilities Planning
Submits all janitorial supply orders for MSU Denver owned facilities
Housekeeping – First point of contact for contracted housekeeping firm for the SSB, HLC and Athletic Fields
Maintains the accuracy of the MSU Denver Memorial Wall.
Affiliate Faculty Lockers – Assign, Renew & Cancel every semester
SSB 2nd Floor Vending Machine – mechanical issues and money reimbursement
Coordinate work that needs to be completed by department student-hourly position.
Other special projects as requested by the Director of Facilities Planner
Three years of experience providing administrative assistance
Experience assisting or supporting multiple work groups
Experience implementing detailed work tasks with accuracy
2 years of office management experience
2 years of budget management experience that includes Purchasing, Purchase Orders, tracking orders, record keeping, and maintaining budgets
Experience providing customer service with diverse constituents.
Bachelors degree and related experience or combination of education and experience ( one year of education is equivalent to two years of experience).
Must have problem resolution skills
Knowledge of finance and procurement policies and procedures
Excellent organizational and time management skills
Must possess effective communication skills both in writing and verbally
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
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