Operations Coordinator

Position Summary

Salary: $51,700 - $63,200 annually depending on experience.

MSU Landscape Services has been maintaining campus as a living, learning laboratory since 1905. We are responsible for all aspects of landscape construction and maintenance including snow removal, signage, hardscape maintenance, golf course maintenance, tree care, and general repair on the campus of Michigan State University. This position will work on the Landscape Services Business Office team to provide support and customer service for our staff and assist the Business Office Manager with implementing and carrying out business practices to enhance our workforce and operational activities.

The role coordinates work orders and requests for general landscape work and campus event work in which our teams impact or influence and assists in providing estimates. This position will coordinate administrative efforts to support the life-cycle touchpoints of recruitment/hiring, onboarding, performance management, training, retention, and succession planning for the seasonal staff within our department. Additionally, this role assists the Business Office Manager in the development and roll-out of departmental policies and procedures, as well as evaluating success and needs for improvement. In addition, this role will serve as a front desk direct customer support representative to guide and assist staff, customers, vendors, and campus partners. This position will engage in high performing, leading edge practices, valuing people, partners, and stewardship. Job responsibilities are as follows:

25% - Coordination of department-wide events, campus events, and departmental initiatives:
Coordinate department-wide staff meetings and events (staff meetings, retirement events, etc.). Ensures departmental compliance by coordinating annual employee driver recertification process, annual preventative health safety testing (ex: HearUSA re-checks), and annual emergency contact information verification for staff. Assists Business Office Manager with policy development and documentation. Oversee and track frontline staff certifications and licensure (driver’s license, CDL, MSU-specific permits, Medical cards) and coordinate with IPF Safety office for new permits, filing & disbursing cards, etc. Creating and updating weekly campus events lists for departmental distribution. Create content for and oversee the IPF Landscape Services social media accounts and departmental newsletter(s). Maintain and audit employee personnel files and other general department files. Creates materials, coordinates, and facilitates training programs for department related to technology, hiring efforts/process, employee resources, etc.

25% - Service Requests, Reporting, and Financial:
Coordinate departmental work orders and service requests for general campus work and work related to campus events through the department’s integrated work management system by creating, processing, opening/closing, and assigning work orders and routing to the appropriate crew(s). Place IPF Service Requests for building maintenance, pest control, set-up work, etc. Use departmental communications and emergency messaging system to notify department in emergency operations (ex: snow pushes). Support Landscape Services Manager, Business Office Manager, and Landscape Supervisors with budget reporting, special funding requests, and cost summaries. Coordinate and process disbursement vouchers for external vendors and contractors and process monthly credit card reconciliation. Lead and serve on departmental planning and focus committees and to evaluate current practices, policies, issues, and operational activities, and provide suggestions for changes and improvements based on research and employee feedback. Assist supervisors by auditing staff absences, time/accrual usage, and overtime hours and creating/distributing reports. Document business processes for training, succession planning, and continuous improvement.

25% - Coordinate the seasonal hiring efforts:
Assist in managing the seasonal job postings in Handshake and PageUp. Assist Business Office Manager and Supervisors with developing interview questions and
documents. Coordinate seasonal staff resumes and applications with supervisors and completes hiring responsibilities in PageUp and EBS. Assist with
coordinating and filing all other documentation related to seasonal hiring. Prepare materials and conduct Landscape Services onboarding session
trainings for new employees. Complete onboarding/hiring administrative tasks for seasonal staff. Schedule staff for physical demands and health risks
appointments when applicable. Assist in the Termination/Offboarding/Exit Interview process for Seasonal staff. Schedule and attend career fairs and
school visits for recruitment and awareness efforts. Collect general hiring data and onboarding data utilizing spreadsheets, surveys, and more to create
reports and evaluate success of seasonal hiring and onboarding efforts. Recommend suggestions for improvement to department managers.

25% - General customer service responsibilities:
Serves as a point of contact for inquiries from staff, customers, campus partners, vendors, and potential employees. Receive mail and other packages
and distributes accurately. Manages the Landscape Services email inbox. Assist staff members with technology troubleshooting related to time entry, wi-fi,
Microsoft 365, Password resetting, mobile devices, printers, etc. Assist in answering and solving payroll issues. Document and assist employees with
completing Accident Reports (auto, property) and Occupational Injury Forms, scan and email to the appropriate office(s). Assist staff with educational
assistance applications & reimbursements and travel requests & reimbursements. Coordinate Business Office orders through Landscape Supply. Conduct
periodic inventory evaluation on shirts, uniforms, promo items and forecast needs for future purchases. Documents business processes for training,
succession planning, and continuous improvement.

This position is not eligible for remote work. Regular, in-person attendance is required to meet business and customer needs.

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. 

Minimum Requirements

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate’s degree in a business-related field or in a landscaping field; one to three years of related and progressively more responsible or expansive work experience in performing tasks related to business or landscaping; or an equivalent combination of education and experience. 

Must have a valid vehicle operator's license.

Desired Qualifications

Four-year degree in a Human Resources, Financial, or Business-related field. One to three years of experience working in a Project Management, Event Management, or Human Resources field. Work experience or knowledge of landscape and landscape construction industry practices. Experience with Microsoft 365 applications with an emphasis on Excel. Public speaking experience and experience with presentation software. Experience with work order management systems/software or personnel management systems/software. Experience with process mapping and documentation. Business financial work experience related to company credit card reimbursements and processing, general purchase orders, and employee travel coordination/processing. 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

Normal work hours are Monday through Friday from 7:00am-3:30pm. Hours may vary occasionally depending upon inclement weather, events, construction deadlines, or customer service requirements.

Website

ipf.msu.edu

Bidding eligibility ends September 2, 2025, 11:55 PM