Administrative Support Coordinator II - Facilities Management

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 accou