Human Resources

Title: Facilities Planning Assistant
Classification: C4
Department: Facilities Planning

Job Summary:
Provide accounting support for Facilities Planning staff and maintain accurate accounting records for capital projects. Oversees the clerical operation of the Facilities Planning Department.

Primary Duties & Global Responsibilities: (Must be able to perform these duties; usually consist of more than 5% of your job.)

  • Handles all financial paperwork for capital projects, including purchase orders and other transaction documents.
  • Responsible for on-line requisitioning for Facilities Planning.
  • Monitors expenditures against 100-200 accounts totaling $35 - $100 million.
  • Understands and interprets data from the mainframe FRS system.
  • Reconciles budget reports with internal records. Investigates discrepancies and makes appropriate adjustments.
  • Collects project status update information from project managers and prepares summary.
  • Assists in tracking budget expenditures in capital project accounts and alerts Director to concerns.
  • Prepares monthly and quarterly reports on capital project expenditures for distribution to project managers.
  • Works with Business Office to prepare quarterly Treasurer's Report for Board of Trustees.
  • Develops and maintains historical capital project budget and cost data for the unit.
  • Prepares project financial status reports as requested by project managers.
  • Develops and maintains Facilities Planning Web site.
  • Works with Director and architectural firms to inventory and track architectural renderings (hard copy and electronic), presentation boards, photographs and CAD files for new projects.
  • Directs the work of other clerical staff and students within Facilities Planning.
  • Provides clerical support for the Director of Facilities Planning.
  • Assists director with preparation of articles for campus publications, i.e. Forum, brochures, Lanthorn.
  • Assists Space Analyst with operation of facilities management software system.
  • Prepares special reports as requested by Assistant Vice President, Director and Assistant Director.
  • Other related duties as assigned.

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of four years related office experience. Related college course work may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully operate office equipment.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience to successfully use various computer software applications.
  • Thorough knowledge of spreadsheet applications is essential.
  • Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
  • Demonstrated experience in a supervisory capacity.

Desired Qualifications: (Preferred in addition to required qualifications.)

  • Bachelor's degree in business or accounting.
  • Higher education work experience.
  • Familiarity with fund accounting methods.
  • Familiarity with office operations in an architectural or construction firm.

Supervision Received: (Who provides supervision?)
Supervised by a designated supervisor (Director of Facilities Planning), but is expected to work independently and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:(Whom do you supervise?)
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COT's, but is not the decision maker.

Revised Date: September 1997 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.