Management Technician

About the position:

Join Our Team at Millersville University!

• 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
• Full Benefits Summary(PDF)

Why Millersville?

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

Our Mission & Values:

Equal Opportunity for All:

• 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 escalate 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.

• 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 escalate 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.

• 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.

• 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.