Operations Coordinator

Landscape Services Business Office 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 proce