Position Summary
The Office Coordinator I position provides administrative, business, and operational support for the Residential & Hospitality Services (RHS) Planning & Projects Office (PPO). This position serves as a central point of coordination for project administration, office operations, scheduling, transactions, and customer service functions that support the successful delivery of planning, design, construction, and capital improvement projects. The role is responsible for managing project workflow activities within Planon, coordinating procurement processes through the Kuali Financial System (KFS), maintaining project records and documentation, supporting data analysis and reporting needs, and ensuring timely communication with customers and stakeholders.
In addition to project-related responsibilities, the Office Coordinator oversees a variety of office management functions, including calendar management, meeting and event coordination, fleet vehicle logistics, supply procurement, document preparation, and maintenance of departmental records. The position works closely with PPO leadership, project managers, business staff, and campus partners to support daily operations, facilitate efficient information flow, and contribute to a well-organized and customer-focused office environment. Success in this role requires strong organizational, communication, analytical, and technology skills, along with the ability to manage multiple priorities independently while providing exceptional administrative support to the Planning & Projects Office.
Typical Duties Include:
50%: Business Support Roles
- Monitor new service requests in Planon work order management system, process orders and assign them to the Construction Project Manager.
- Process requests within 24 hours of receipt.
- Monitor assigned projects in Planon and send approvals to customers.
- Follow up with Construction Project Manager regarding status of approvals.
- Send approved projects to the Business Manager for procurement.
- Cancel projects as assigned.
- Enter purchase requisitions and Automatic Purchase Orders (APO) as assigned into the Kuali Financial System (KFS).
- Update Planon monthly “Cancelled” and “Completed” project lists and move v:drive project folders to the correct location.
- Create, manage and organize PPO project folders in the RHS v:drive.
- Create, distribute and process project close out surveys.
50%: Office Coordination Roles
- Complete assignments using Microsoft Office tools to support PPO operations e.g.:
- Generation of the PPO Bi-Weekly Report in collaboration with PPO unit leaders.
- Prepare presentations and visual tools.
- Use Microsoft Word for writing assignments
- Use Microsoft Excel for spreadsheet (data) assignments.
- Analyze data to support PPO needs- mining project history, document management.
- Meeting agenda development in collaboration with PPO unit leaders.
- PPO Motor pool Logistics
- PPO fleet vehicle reservations.
- Review the PPO vehicle sign out book and ensure the keys are returned each day.
- Maintain inventory of back up vehicle keys.
- Arrange for fleet vehicles’ service needs (e.g. oil changes, annual service, repairs etc.).
- Arrange short term lease needs for events and travel.
- Manage and update shared calendars and Chief Planning & Projects Officer’s calendar
- Schedule meetings and appointments: Staff meetings and events (e.g. interview candidates, consultants and stakeholders, food coordination etc.).
- Clerical Support for PPO team (including but not limited to)
- Creating and distributing meeting materials
- Ordering supplies /maintaining inventory
- Update PPO Contact Information and Roll Call Emergency Lists.
- Assist with Travel requests.
- Other duties as assigned.
Note: this is a fully onsite position with no remote work.
All positions in RHS Are designated as critical status. In the event of a university closure, modification, or suspension of operations due to snow or other emergency conditions, you will be expected to make all reasonable attempts to report to work as scheduled for the duration of the closure/suspension. If you have an approved remote work agreement to work a portion of your normally scheduled work hours remotely, you may be called upon to work on-site to serve the MSU community. If you have a permanent, on-going, and/or pervasive condition that may impede your ability to work on-site, please contact the Resource Center for Persons with Disabilities (RCPD) at rcpd.msu.edu/get-started
Minimum Requirements
Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or a related field; six months to one year of related and progressively more responsible or expansive work experience in an administrative-based environment and/or performing tasks related to departmental operations, word processing, editing and composing correspondence, maintaining spreadsheets and/or databases, reserving vehicles and rooms, and managing multiple calendars; or an equivalent combination of education and experience.
Desired Qualifications
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Experience with Kuali Financial System (KFS), entering Purchase Requisitions/Purchase Orders, navigating EBS, using Concur Request/Travel or Expense systems.
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Proficient in Microsoft Office suite (Access, Word, Excel, PowerPoint).
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, cover letter, three (3) professional references.
Work Hours
Standard Monday-Friday 8am-5pm with occasional nights and weekends.
Website
https://rhs.msu.edu/
Bidding eligibility ends September 8, 2026 at 11:55 P.M.
