Facilities Dispatcher

Montana State University; Bozeman (MT); On-site; USD 36,000 - 48,000; Full time

Job summary

Montana State University in Bozeman seeks an administrative assistant to manage receiving, processing and distributing work requests, timecard entry, and key distribution under supervision. The role emphasizes accurate data entry, customer service, and maintaining detailed records in a fast-paced university environment.

Responsibilities include prioritizing service requests, coordinating actions for maintenance, documenting billing information, and generating reports from the work order

Qualifications

• High school diploma or GED required.
• 2 years of full-time administrative experience including customer service, data entry and record keeping or equivalent.
• Proficiency with databases and PC software including Outlook, Word, Excel.
• Accurate record processing and high level of customer service in a fast-paced environment.
• Ability to organize large volumes of work, set priorities and meet deadlines with minimal supervision.
• Strong written and verbal communication, grammar and proofreading skills.

Responsibilities

• Prioritizes and assigns services, troubleshooting issues, emergency calls.
• Coordinates actions on calls to provide maintenance and service.
• Processes work requests by documenting service information, assigning priorities, and documenting billing.
• Maintains work order and trade assignment database and provides reports.
• Receives utility outage requests from engineering and staff.
• Issues keys for daily use and tracks campus keys; performs clerical tasks.
• Other duties as assigned.

Skills

Customer service

Data entry

Record keeping

MS Office

Attention to detail

Communication

Education

High school diploma or GED

Tools

CMMS

Microsoft Office

Job description

:

Under the direction of the Work Control Supervisor, the person in this position performs a variety of administrative and data entry tasks. The primary responsibility of this position will be managing the receiving, processing and distributing of work requests, timecard entry, and key distribution.

Duties and Responsibilities

• Prioritizes and assigns services, troubleshooting issues, emergency calls.
• Coordinates necessary action on all calls to provide maintenance and service.
• Processes work requests by documenting service information, assigning priorities, and documenting billing information.
• Maintains the work order and trade assignment database and provides reports and information as requested.
• Receives utility outage requests from engineering, project management staff, trades and others.
• Issues keys for daily use and tracks all campus building keys. Performs a variety of technical and clerical office administration tasks.
• Other duties as assigned.

Required Qualifications - Experience, Education, Knowledge & Skills

• High school graduate or G.E.D.
• Two years of full-time administrative work experience, including customer service, data entry and record keeping duties, or an equivalent combination of relevant education and experience.
• Demonstrated competence using databases and personal computers that include a variety of software packages, such as Microsoft Office (Outlook, Word, Excel).
• Demonstrated competence maintaining, processing and verifying detailed records with a high degree of accuracy.
• Demonstrated ability providing a high level of customer service in a high call-volume, fast paced environment, continuously displaying a positive, professional demeanor.
• Demonstrated competence organizing large volumes of work, setting priorities, meeting deadlines, and making independent decisions with minimal supervision.
• Demonstrated competence composing, formatting, typing and proofing grammar, punctuation, and spelling of business correspondence, forms and reports.

Preferred Qualifications - Experience, Education, Knowledge & Skills

• General knowledge of MSU and Facilities Services operations, policies and procedures relating to work orders/work fulfillment deadlines.
• Experience with a large, diverse database such as Computerized Maintenance Management System (CMMS.)
• Experience in a large, multifaceted organization.

The Successful Candidate Will

• Consistently exercise initiative and good judgment while prioritizing workload to meet deadlines with minimal supervision
• Communicate effectively both verbally and in writing.
• Maintain confidentiality of records and information.
• Represent the department and MSU to others in a professional and courteous manner

Position Special Requirements/Additional Information

In accordance with MSU policy, hiring will be conditional upon successful completion of a pre-employment background check. This should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University's rights to assign or reassign duties and responsibilities to this job at any time.

Our benefits package includes:

• Medical / Dental / Vision
• Retirement
• Tuition waiver
• Annual and sick leave
• Holiday pay

Physical Demands

Must be able to sit for long periods of time. Normal office environment. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties?

No

Applications will be:

Screening of applications will begin on April 29, 2025 ; however, applications will continue to be accepted until an adequate applicant pool has been established.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran's Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference, please complete the veteran's preference information located in the Demographics section of your profile.