Management Technician

Millersville University; Millersville (Lancaster County); On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

Comprehensive Health Coverage

Group Life Insurance

Retirement Plans

Tuition Waiver

Paid Time Off

Job summary

Millersville University is seeking a full-time administrative specialist for the Facilities Management Department. The role provides transactional support, CMMS data handling, and procurement processing to improve efficiency and service across campus.

Key duties include maintaining records, generating operational reports, coordinating travel and scheduling, and ensuring excellent customer service while working on-site in Lancaster County, PA.

Qualifications

• Three years of advanced clerical or para-professional work.
• Ability to work independently within established policies, deadlines, and delegated authority.
• Strong organizational and time management skills.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Excellent oral, written, and interpersonal communication skills.
• Commitment to inclusive practices and effective service to diverse people.

Responsibilities

• Provide administrative support for the Facilities Management Department.
• Manage CMMS records and generate reports.
• Handle procurement documentation, invoices, and travel arrangements.
• Coordinate scheduling, fleet and key administration, and database updates.
• Maintain files and assist with contract administration and vendor communications.
• Deliver front-line customer service and resolve routine inquiries.

Skills

CMMS knowledge

Office administration

Time management

Communication skills

Attention to detail

Independent work

Education

Associate degree or equivalent experience

Tools

CMMS system

Procurement software

Access-control system

Excel

Job description

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Please see Special Instructions for more details.

• This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
• Ability to work in person on campus in an office setting.

Position Information

Requisition Number

Requisition Number P01353

Position Type

Position Type Staff

Department

Department Office of the Asst VP for Facilities

Working Title

Classification

Position Summary Information

Nature of position

Nature of position Permanent, Full-time

If Temporary, Start Date

If Temporary, End Date

If part-time, hours per week

Days Worked

Days Worked Monday - Friday

Hours/Shift worked 8:00 a.m. – 4:30 p.m.

Union

Union AFSCME

Job Summary/Basic Function

About the position:

Provide administrative, transactional, and technical support for the Facilities Management Department. Review, analyze, and prepare procedures that improves efficiency and effectiveness. Understand both the breadth and depth of departmental operations to recommend and implement best management procedures. Develop intra-office communication protocols, streamline administrative procedures, inventory control, document management and workflow. Able to identify problems, analyze data or processes, recognize appropriate solutions, and formulate recommendations.

The position independently processes routine and moderately complex work involving the computerized maintenance management system ( CMMS ), assists with procurement documentation, invoices, records, scheduling, fleet and key administration, credit card reconciliation, travel, reporting, and routine customer service issues.

Ability to handle a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Position Salary: $46,827.00 annually

Plus a generous benefits package designed to support your well-being and future:

• Comprehensive Health Coverage – Medical, dental, and vision insurance
• Group Life Insurance
• Retirement Plans – Choose from two excellent options
• Tuition Waiver – Invest in your education or your family’s
• Paid Time Off – Vacation, sick leave, and holidays to recharge

Nestled in beautiful Lancaster County, Pennsylvania, Millersville University is a proud member of Pennsylvania’s State System of Higher Education. We’re known for:

• Strong student-faculty connections
• 70+ undergraduate and 24 graduate programs
• A stunning campus and vibrant community
• Outstanding job placement for graduates

With over 66,000 alumni across the globe, our impact is far-reaching—and growing.

Our Mission & Values:

At Millersville, we live by our EPPIIC values of Exploration, Public Mission, Professionalism, Inclusion, Integrity, and Compassion.

We are deeply committed to Inclusive Excellence—creating a welcoming, supportive environment where everyone can thrive. We believe diversity is a strength, and we actively seek individuals who bring unique perspectives and experiences to our community.

Equal Opportunity for All:

Millersville University is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to providing a workplace free from discrimination. Individuals from traditionally underrepresented groups are strongly encouraged to apply.

Duties and Responsibilities

Perform the following duties with limited day-to-day supervision, using established procedures, priorities, and delegated authority. Exercise judgment in resolving routine and moderately complex matters, initiate needed follow-up, and refer policy exceptions, high‑risk matters, and decisions requiring management approval to the appropriate supervisor or Office Manager.

• Serve as the primary transactional administrator and user‑support resource for the department’s CMMS ; enter, review, route, update, and close records in accordance with established procedures.
• Review work requests for completeness, appropriate coding, location, priority, and supporting information; correct routine errors, obtain missing information, and route requests to the appropriate work unit.
• Monitor incoming work requests throughout the shift, identify urgent conditions using established criteria, initiate required notifications, and elevate emergencies or unusual conditions promptly. Identify and seek guidance on requests that would be considered projects or require additional review and approval. Understand the different trade capabilities and contracting requirements.
• Monitor the customer satisfaction survey and follow up on any negative responses.
• Maintain CMMS user, labor, material, equipment, asset, and other assigned records; perform periodic data reviews and correct or report discrepancies.
• Create recurring and ad hoc operational reports, including backlog, response time, aging, labor, material, and service‑request reports; identify notable variances for management review.
• Track recurring contracts and subscriptions, deadlines, renewals, approvals, and follow‑up items using established calendars, logs, and checklists; initiate reminders and follow‑up without specific instruction.
• Process purchase requisitions, service purchase contracts, direct payment requests, invoices, credit card reconciliations, and related documents after confirming required approvals and supporting documentation. Enter monthly supply orders for Housekeeping and Grounds units.
• Resolve routine purchasing, invoice, and payment discrepancies by researching records and coordinating with requesters, vendors, Procurement, Accounts Payable, project managers, or supervisors; elevate exceptions and unresolved issues.
• Maintain procurement, contract, vendor, invoice, and project support files in accordance with approved naming, retention, and documentation standards.
• Provide administrative support for contract administration processes by organizing files, routing documents for review and approval, maintaining records of required submittals, and monitoring renewal and expiration dates for follow‑up by responsible staff.
• Request routine quotes and assemble standard procurement documentation when directed by established department procedures; do not make awards, authorize purchases, or commit University funds.
• Provide front‑line customer service by receiving inquiries, researching available information, explaining established procedures, documenting concerns, and resolving routine matters at the lowest appropriate level.
• Assist in continuous improvement efforts by evaluating administrative processes, identifying trends or service gaps, customer service issues, communication, researching potential solutions, and communicating recommendations to appropriate staff for review, decision‑making, and implementation.
• Receive, review, route, track, and distribute University key requests after verifying required signatures and approvals; flag elevated‑security access or nonstandard requests for additional review.
• Issue and track approved contractor keys, parking passes, and other controlled items; maintain accurate logs and follow up on overdue returns.
• Maintain departmental key‑card access records and approved door schedules; process authorized changes and coordinate technical requests with Information Technology or designated system administrators.
• Schedule fleet vehicles, issue and receive keys, maintain reservation and mileage records, compile monthly mileage reports, and follow up on missing or inconsistent information.
• Prepare and maintain the On‑Call Manager calendar, event log, weekend coverage report, emergency contact information, and holiday rotation based on approved schedules and guidelines.
• Coordinate routine meetings, calendars, travel arrangements, correspondence, meeting materials, and minutes; anticipate recurring preparation and follow‑up requirements.
• Maintain departmental rosters, directories, shared calendars, recycling logs, petty cash and deposit records, office supply inventories, and other assigned administrative controls.
• Prepare accurate routine correspondence, notices, signs, presentations, spreadsheets, charts, signs and posters, and reports using approved content, templates, and communication standards.
• Maintain assigned website and shared‑file content by posting approved updates, checking links and information for accuracy, and referring substantive content decisions for approval.
• Provide individual or group instruction on established CMMS , timekeeping, forms, records, and administrative procedures; develop or update job aids using approved processes.
• Review recurring workflows and transaction errors, document the issue, gather relevant facts, and recommend practical improvements to the supervisor or Office Manager; implement approved changes and monitor results.
• Complete special assignments of limited or moderate complexity by organizing the work, identifying needed information, meeting established deadlines, and providing status updates or escalating barriers.
• Perform other duties consistent with the classification and operational needs of the department.

Required Qualifications

• Three years of advanced clerical or para‑professional work which included the collection, recording, compilation, and presentation of office management or program related information, OR any equivalent combination of experience and training. An associate’s degree may be substituted for two years of required experience.
• Ability to work independently within established policies, procedures, deadlines, and delegated authority without task‑by‑task instruction.
• Ability to exercise sound judgment, distinguish routine matters from exceptions, resolve problems within assigned authority, and elevate issues appropriately.
• Knowledge of office administration, records management, document control, and standard business practices.
• Strong organizational and time management skills and ability to manage multiple priorities, recurring schedules, interruptions, and time‑sensitive requests.
• Attention to detail and ability to review transactions, records, and supporting documentation for accuracy, completeness, and consistency.
• Ability to research discrepancies, gather relevant facts, communicate findings, and recommend practical corrective action.
• Excellent oral, written, and interpersonal communication skills, including the ability to provide professional customer service and explain established procedures.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook, with the ability to learn CMMS , procurement, timekeeping, access‑control, and other enterprise systems.
• Ability to prepare clear reports, spreadsheets, correspondence, instructions, and presentation materials.
• Commitment to inclusive practices and effective service to diverse students, employees, campus partners, vendors, and visitors.
• Successful interview.
• Successful completion of three background checks.

Preferred Qualifications

• Experience in a facilities, maintenance, construction, higher‑education, public‑sector, or similarly operating environment.
• Experience with a CMMS , resource planning or procurement system, access‑control system, or document‑management platform(s).
• Experience processing purchasing requests, invoices, work orders, fleet records, keys, or other controlled administrative transactions.

Essential Functions

Please Note: These duties are to be performed with or without an accommodation. We are committed to providing reasonable accommodations in accordance with Americans with Disabilities Act ( ADA ).

• Ability to work in person on campus in an office setting.
• No or very limited physical effort required.
• No or very limited exposure to physical risks.
• Work is normally performed in a typical interior/office work environment.
• Ability to sit for long lengths of time.
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

Posting Open Date

Posting Open Date 10/05/2026

Posting Close Date

Posting Close Date 10/18/2026

Special Instructions to Applicants

• This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
• Ability to work in person on campus in an office setting.

Required fields are indicated with an asterisk (*).