Administrative Business Professional

MSU Internal Job Postings Details•Grand Rapids, MI

2d•Remote

About The Position

The dynamic and multifaceted Administrative Business Professional will prov ide support to a diverse portfolio of processes to critical areas of th e College of Human Medicine business, facilities, operations, academic, and research teams. Responsibilities: < strong>Business Processes and Operations (40%): Monitor and Implement Purchasing, Contracts, and Vendor Management processes for CHM Operations. Coordinate with stakeholders, CHM Operations Team and vendors to resolve malfunctions, implement improvements, and align operational goals. Provide Standard Operating Procedures, training and documentation. Maintain accurate Asset Management re cords, Device Inventories, and complete audits from the date of acquisition to the date of disposal. Maintain accurate process for disposing of all CHM equipment following MSU required guidelines. Oversee the colleges procurement for areas managed by the college administrative leadership. Budgeting and Planning (3 5%): Forecast and actively analyze CHM Operations team budget and financial data of Grand Rapids and Flint t o identify areas for cost savings and efficiency improvements. Work closely with other college departments to provide snapshots of their equipment, upcoming replacement needs, and refresh cycles on an annual basis. Partner with the college’s business team to ensure compliance and reporting accuracy. Maintain expertise of MSU Systems such as PlanOn, EBS/KFS, Pinnacle Billing, TDX, Excel, Sha repoint, Spartan Space, etc. Project Coordination (20%): Develop timelines and budgets , in relation to project oversight, including but not limited to ensuring projects are delivered on time and within budget by monitoring progress, identifying and reporting risks. Oversee procurement for projects, coordinating with purchasing, the colleges business office, and vendors. Coordinate project resources effectively, including personnel, equipment, and materials. Communicate project status and updates to the college administrative leadership, providing regular reports. Coordinate with vendors and contractors to ensure project scope and required change orders are fully met. Work closely on cross-functional projects to ensure their success as a member. Other Duties as Assigned (5%): Assist staff and faculty with troubleshooting simple IT-related issues, ensuring minimal disruption to operations, such as setting up zoom meetings, adding users to college managed systems, and resolving printer jams. Identify and escalate issues with educational technology systems, including learning management systems (LMS ), classroom audio/visual systems, and specialized educational software. When purchasing technology, complete the necessary Software Security Screening process for the College. Periodic operation al support for events at the Simulation and Clinical Skills Advanced Learning Center and Computer Based Testing as needed.

Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field or in a field which corresponds to the particular department of employment
three to five years of related and progressively more responsible or expansive work experience in office procedures and administration, or in performing responsibilities related to the operational activities of the employing unit
experience in a supervisory role
experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software
or an equivalent combination of education and experience.

Nice To Haves

3-5 years’ experience working within a higher education institution.
Strong analytical and problem-solving skills, either independently or as part of a team.
Strong ability to effectively lead meetings in person, or remotely, using Zoom an d Teams.
Strong understanding of MSU procurement process.
Strong understanding of Microsoft Office 365, with emphasis on Excel for Budgeting and Data Analysis.
Strong understanding of Kuali Financial Systems (KFS).
Strong understanding of the required process for decommissioning and salvaging of MSU owned equipment.
Experience with Capital Asset Management, including annual Capital Asset Audit completion, capitalization and transferring of assets, and editing asset records.
Experience with TDX Asset Management, including annual Asset Audit completion, adding and editing asset re cords.
Strong understanding of Digital Content Accessibility and Compliance, including the ability to remediate older course content, and other related documents to CHM/MSU standard.

Responsibilities

Business Processes and Operations (40%): Monitor and Implement Purchasing, Contracts, and Vendor Management processes for CHM Operations.
Coordinate with stakeholders, CHM Operations Team and vendors to resolve malfunctions, implement improvements, and align operational goals.
Provide Standard Operating Procedures, training and documentation.
Maintain accurate Asset Management re cords, Device Inventories, and complete audits from the date of acquisition to the date of disposal.
Maintain accurate process for disposing of all CHM equipment following MSU required guidelines.
Oversee the colleges procurement for areas managed by the college administrative leadership.
Budgeting and Planning (3 5%): Forecast and actively analyze CHM Operations team budget and financial data of Grand Rapids and Flint t o identify areas for cost savings and efficiency improvements.
Work closely with other college departments to provide snapshots of their equipment, upcoming replacement needs, and refresh cycles on an annual basis.
Partner with the college’s business team to ensure compliance and reporting accuracy.
Maintain expertise of MSU Systems such as PlanOn, EBS/KFS, Pinnacle Billing, TDX, Excel, Sha repoint, Spartan Space, etc.
Project Coordination (20%): Develop timelines and budgets , in relation to project oversight, including but not limited to ensuring projects are delivered on time and within budget by monitoring progress, identifying and reporting risks.
Oversee procurement for projects, coordinating with purchasing, the colleges business office, and vendors.
Coordinate project resources effectively, including personnel, equipment, and materials.
Communicate project status and updates to the college administrative leadership, providing regular reports.
Coordinate with vendors and contractors to ensure project scope and required change orders are fully met.
Work closely on cross-functional projects to ensure their success as a member.
Other Duties as Assigned (5%): Assist staff and faculty with troubleshooting simple IT-related issues, ensuring minimal disruption to operations, such as setting up zoom meetings, adding users to college managed systems, and resolving printer jams.
Identify and escalate issues with educational technology systems, including learning management systems (LMS ), classroom audio/visual systems, and specialized educational software.
When purchasing technology, complete the necessary Software Security Screening process for the College.
Periodic operation al support for events at the Simulation and Clinical Skills Advanced Learning Center and Computer Based Testing as needed.