Facility Asset Information Coordinator / Archival Assistant

Working/Functional Title

Facility Asset Information Coordinator

Position Summary

Salary: $51,600 - $62,400 annually depending on experience.  MSU Benefits - Free comprehensive health care for you and your family as well as a 10% contribution toward your retirement; Generous sick, vacation, personal and holiday time; Eligible to work a partial remote schedule. Regular attendance is required to meet business and customer needs. 

This position will perform a variety of tasks related to facility asset data management including research, identify, process and categorize asset documentation in order to assign meta data to documents in an electronic document management system. Utilize multiple facilities management software including Electronic Document Management Systems (EDMS), Integrated Work Order Management Systems (IWMS), Construction Project Management Systems, and process mapping software (ProMapp). Monitor on-going construction activities to maintain asset data impacted during on-going construction and renovation activities. Process digital documents using governmental standards for long-term archiving utilizing document conversion software. Develop processes and procedures. Supervise and manage student employees including hiring, training, assigning and prioritizing workload. Develop quality control measures.  

The breakdown of job responsibilities is as follows: 
40%: Research, identify, and categorize asset documents for the IPF unit. Assign meta data to asset documentation in an electronic document management system. Adhere to governmental standards for long-term archiving. 

40%: Monitor on-going construction activities to maintain asset data impacted and ensure required documentation is received.  

10%: Supervise and manage student employees including training, assigning and prioritizing workload and developing quality control measures. Monitor and approve time entries entered by student staff.

10%: Create processes and procedures that enhance and support asset and facilities information management activities. Research and implement process efficiency solutions.

This position will engage in high performing, leading edge practices, valuing people, partners and stewardship. At IPF, we are committed to fostering an equitable, inclusive culture; engaging and hiring a diverse workforce.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program; one to three years of related and progressively more responsible or expansive work experience in facilities management information/data management/archival setting; experience with an electronic document management system, experience with processing and converting digital documents, knowledge of construction related documents, terminology, and construction standards and divisions (CSI); or an equivalent combination of education and experience.

Desired Qualifications

Experience and knowledge of facilities organizational structures, processes, and procedures; knowledge of higher educational policies and practices.  Experience with document management systems such as Meridian Document Management solution; Experience with scanning equipment and software.  Experience with digital document conversion software.  Experience with work order management systems such as Planon (IWMS), Project Management Solutions such as Unifier and Plan Grid;  strong communication skills (oral and written); established problem solving skills; good customer relations/service skills; ability to work as an effective member of a team is essential; ability to multi‐task yet give attention to detail with frequent interruptions; ability to handle confidential material with complete discretion; self‐starter who possesses good decision making skills and demonstrate the ability to work independently and on multiple projects simultaneously.  

A creative and innovative lifelong learner with the ability to communicate effectively with a diverse population; able to problem solve within a collaborative team environment; ability to understand different perspectives while utilizing expert knowledge of the technical operations of the job.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

RESUME

Work Hours

STANDARD 8-5

Website

www.ipf.msu.edu

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding Eligibility ends April 1, 2025 at 11:55 PM