Administrative Support Coordinator II - Facilities Management

Job Description:

Administrative Support Coordinator II - Facilities Management

Description

Type of Appointment: Full-Time, Probationary

Job Classification: California University Employees Union (CSUEU) - Unit 7

Anticipated Hiring Range: $4,058 - $4,666

Work Hours: Monday - Friday 8:00 am - 5:00 pm

THE DEPARTMENT:

Facilities Planning and Management (FP&M) serves as the lead organization for planning, developing, and maintaining the campus' natural and built environments in support of the university's mission. The department seeks to preserve and enhance CPP's history, aesthetics, physical assets, and natural ecosystems through coordinated planning, design, and construction of buildings, roads, infrastructure, landscaping and other physical improvements. As an advocate on behalf of the university and its auxiliaries, FPM strives to provide facilities that meet scope, budget, operational needs and functional requirements. FPM is comprised of approximately 200 facilities professionals (FTE) that also provides maintenance services including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet and auto services. The workforce is culturally diverse and multilingual. Its composition includes full time staff throughout FPM who are also earning their degrees and many whom have graduated from Cal Poly Pomona. The staff includes licensed architects and engineers, accountants, planners, project managers, administrative staff, carpenters, plumbers, locksmiths, painters, electricians, landscape architects, computer technicians, custodians and other building and mechanical trade technicians.

DUTIES AND RESPONSIBILITIES:

• Organizational Administration Under the general supervision of the Administrative Manager, this position shares the responsibility of providing administrative support to the Facilities Management (FM) Managers and staff. The incumbent will perform a variety of administrative and coordination tasks to support the smooth operation of the Facilities Planning & Management. Responsibilities include the preparation, processing, and compilation of data and reports; coordinating communication various vendors, clients, trades, and campus contacts; answering phone calls, and ordering approved office supplies for various trades and departments within Facilities Management. Scheduling meetings and preparing necessary meeting materials such as agendas, presentations, and supporting documents. Close collaboration with staff across various departments in preparation for meetings and taking detailed meeting minutes. Coordinates the Managers’ calendars, assists in scheduling events, routes information, and sets priorities to ensure alignment with the Manager’s key objectives. Email correspondence and drafting memos to internal and external contacts with proper punctuation, grammar, and syntax. Incumbent will keep informed on a broad range of departmental policies, procedures and regulations. Addresses a variety of problems that require interpretation of CSU and campus policies and procedures. Ensures that all administrative paperwork and campus requirements for travel are met, including employee notification, authorization for travel, reimbursement request and related forms. Works with campus departments and personnel to identify training requirements; monitors, schedules, facilitates, evaluates and documents training activities. Supports new employees during onboarding process by providing necessary equipment, issuing access cards/keys, and ensuring IT systems, phone setup, and software installations are completed. Orders and issues radios and uniforms and participates in annual audits. Coordinates vendor card and parking access. Creates equipment profiles and generates preventative maintenance schedules in TMA. Implements and monitors security card access for the department. Maintains and regularly updates the Emergency Response Binder, annual reports, technical studies and other project-related information where feedback may be required; utilizes reference materials as needed (e.g. Executive Orders, Management Memoranda, etc). Collaborates effectively as a team member and provides support to administrative staff within the division and department on an as-needed basis. Provide administrative backup support to the Facilities Customer Service Center by providing telephone support, reviewing work order status, receiving customer complaints, dispatching trades and communicating with shop managers and staff by telephone, radio, or email, updating logs and responding to key inquiries. Provides backup support for Facilities Planning & Management administrative support staff.
• Fiscal and Budget Administration Prepare and process requisitions, service agreements, public works contracts, purchase orders, payment requests, direct pays, reimbursement requests, submits accounts payable invoices, reconciles and submits reports for p-card and travel card issued to employee and other fiscal documents and resolves any discrepancies. Assists management/staff on a variety of procurement and billing processes. Reviews purchase orders and chartfield strings for available balances in Tableau; attaches screenshots as a backup for requisitions and invoices; and assigns proper chartfield strings on requisitions and billing documents. Contacts Procurement for PO corrections/updates and closes prior year purchase orders. Monitors and assists with department budgets, analyzes current budget data and projects annual expenditures, makes appropriate budget recommendations, coordinates accounting and budget transactions, research budget discrepancies, verify available funds, and other budget-related tasks.
• Record Keeping Monitors, analyzes, and processes various reports and documents in a timely manner to ensure requests by management are prioritized accordingly. Maintains accurate information for Facilities Management including department and campus phone directories, campus contact lists, employee emergency contact lists, required safety training for staff and documentation, staff licenses and certifications, card access security, and radio and uniform lists. Maintains office files and comprehensive electronic filing system using Microsoft Teams, SharePoint, One-Drive and shared drives. Regularly collaborates with staff and management to keep records accurate and up to date.
• Process Improvement Use independent judgement in the interpretation of campus policies, rules, procedures and regulations and identify problems that require management attention. Document and collaborate to improve and streamline administrative processes that support the campus strategic plan and strategic initiatives and improve efficiency. Prepare and update desktop procedures and process guides on administrative tasks. Participate in cross-training with other administrative staff to ensure workloads are balanced and assistance is readily available to complete both scheduled and unscheduled administrative projects. Participate in recommended training opportunities to refresh skills and stay current with new software and technology advancements.

QUALIFICATIONS:

• High School Diploma/GED - or equivalent
• DL NUMBER - Driver License, Valid and in State Valid California Driver's license and insurance
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions. Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

PREFERRED QUALIFICATIONS:

• Five years (progressively responsible administrative, technical, or professional analytical experience in a facilities-related office or institutional environment.
• Knowledge of CSU policies and procedures and working knowledge of PeopleSoft, Adobe Photoshop and other graphic software.
• Ability to work in an inclusive university environment, possess team building skills and be able to professionally communicate through written, verbal and graphic means. Knowledge of current federal, state, and local environmental acts, policies and standards.
• Incumbent must demonstrate excellent written, oral and presentation skills; exhibit a team player attitude; knowledge of standard PC office applications.
• Bachelor's degree
  
  Equity, Diversity, and Inclusion
  
  At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.
  
  We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.
  
  More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website .
  
  Out of State Work
  
  The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy .
  
  Background Check
  
  Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy .
  
  CSU Classification Salary Range
  
  This position is part of the CSUEU bargaining unit 7. The CSU Classification Standards for this position are located on the CSU Classification Standards website .The CSU Salary Schedule is located on the CSU Salary Schedule website . The classification salary range for this position according to the respective skill level is: minimum 4,058.00 and maximum $ 6,653.00 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
  
  Employment Eligibility Verification
  
  Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website .
  
  Security & Fire Safety
  
  In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report .
  
  Pay Transparency Nondiscrimination
  
  As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster .
  
  Reasonable Accommodation
  
  We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu . For more information, go to Employment Notices .
  
  Equal Employment Opportunity
  
  Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .
  
  Other Notices
  
  For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

Advertised: Jan 23 2025 Pacific Standard Time
Applications close: Feb 06 2025 Pacific Standard Time

Closing Date/Time: