Facilities Project Specialist ~ CSUMB Internal Only

Classification:

Administrative Analyst/Specialist Exempt III

Hours:

Full-time / 40 hours per week

FLSA:

Exempt

Anticipated Hiring Salary Range:

$7,780 - $8,094* mo. (steps 11-13)

CSU Salary Schedule

CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:

October 28, 2026

Recruitment Status:

Open Until Filled - CSUMB Internal Only Recruitment

Employment with the California State University System

About Csumb
California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring

Founding Vision Statement

, CSUMB is part of the nation's largest four-year public university system,

California State University

, which educates nearly 460,000 students every year.

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.

The university's

Strategic Plan

prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 22 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

Purpose
Under the general direction of the Director of Facilities Management, the incumbent provides advanced administrative analysis, strategic planning, functional leadership, and project management for Facilities Management programs and operations. The incumbent leads the development, evaluation, and implementation of integrated work plans, scopes, cost models, schedules, resource strategies, performance measures, and coordinated assignments for routine and non-routine maintenance, operations, deferred maintenance, facilities projects, and contracted services. The position integrates operational, fiscal, compliance, service-delivery, and campus-priority considerations and develops recommendations and strategies in collaboration with Facilities Management leadership. The incumbent assesses resource capacity, dependencies, and competing priorities; advises management on alternatives and courses of action and is accountable for advancing timely, effective, compliant, and measurable service delivery.

Working collaboratively with Facilities Project Supervisors, Trade Leads, the Facilities Business Team, Space Planning, campus departments, contractors, and other campus stakeholders, the incumbent serves as a functional expert and strategic resource for facilities project management, integrated operational planning, and related business processes. The incumbent evaluates existing systems and practices; leads the development and implementation of improved tools, standards, workflows, performance measures, and decision-support methods; and advises management on resource allocation, operational risk, service capacity, and long-term process improvements. The incumbent provides functional leadership for a variety of campus projects and events, facilitates consensus among stakeholders with competing priorities, and coordinates concurrent initiatives with broad campus impact.

Project Management and Program Leadership
Independently lead and manage complex, concurrent facilities projects and service initiatives from intake through completion. Establish project scope, priorities, milestones, dependencies, deliverables, responsibilities, resource requirements, and performance expectations. Integrate operational needs, fiscal constraints, staffing capacity, compliance requirements, campus priorities, and service impacts when developing recommendations and implementation strategies.

Prepare, analyze, and reconcile estimates for labor, materials, equipment, and contracted services. Review service requests and work orders; establish prioritization based on operational needs, resource capacity, schedules, risk, and budget considerations.

Monitor work in progress through status reviews, documentation, and site visits as appropriate. Identify risks, conflicts, resource constraints, and operational issues; advise management on alternatives; and lead follow-up actions to support timely completion, quality, compliance, and measurable results. Lead project documentation, trade and logistical chargeback reconciliation, and Fee-for-Service activities in collaboration with the Facilities Business Team.

Strategic Planning and Operational Leadership
Lead integrated short-and long-term planning for Facilities Management services, including the alignment of preventive maintenance, deferred maintenance, compliance activities, projects, contracted services, staffing capacity, campus events, and other operational priorities. Develop, maintain, analyze, and communicate integrated 30-, 60-, and 90-day schedules and longer-range planning tools.

Support implementation and evaluation of the multi-year, 52-week preventive maintenance and compliance program consistent with applicable CSU and local, state, and federal requirements. Assess resource capacity, schedule performance, dependencies, deliverables, operational risks, and cross-functional impacts; identify emerging issues; and recommend proactive adjustments as priorities and campus needs evolve.

Serve as a principal advisor to management on operational capacity, project prioritization, service-delivery risks, schedule performance, resource requirements, and long-term improvement opportunities. Facilitate FMD Trades Meetings and other coordination forums; establish shared expectations; provide functional leadership; and resolve issues affecting service delivery and project execution.

Administrative Systems, Process, and Performance Leadership
Serve as the functional expert for the computerized maintenance management system and related administrative tools. Lead, in collaboration with the Facilities Integrated Workplace Management System Analyst, the development, implementation, and evaluation of dashboards, templates, standardized workflows, standard operating procedures, scheduling tools, performance measures, and reporting processes.

Collect, integrate, analyze, and present operational and fiscal information to leadership, including key performance indicators, work-in-progress data, trend analysis, root-cause findings, and recommendations for strategic process and resource improvements.

Lead project and service intake documentation, including project numbers, work orders, estimates, schedules, permit-related applications, approvals, and required records. Prepare, communicate, and reconcile cost estimates for Fee-for-Service work; track schedules and budgets; and advise the Facilities Business Team on chargeback and cost-reconciliation documentation.

Campus Wide Event and Special Project Leadership
Lead Facilities Management planning and coordination for major campus events, including Commencement, Open House, Admitted Otter Days, Welcome Cookout, Orientation, and other high-visibility activities. Administer and evaluate scheduling information in the FMD Event Portal and recommend strategic improvements to related forms, workflows, standards, and coordination practices.

Lead coordination of event staffing, logistical schedules, equipment allocation, inventory, deliveries, staging, setup, and breakdown activities with campus partners. Represent Facilities Management in cross-functional planning and decision-making forums with Student Engagement, Housing, Dining, Corporation, UACE, Space Planning, and other campus stakeholders.

Develop and communicate event and project strategies, work plans, schedules, resource requirements, contingency plans, and status information. Establish accountability for deliverables, monitor resource needs and operational impacts, identify issues, and lead resolution of complex problems for mandatory major weekend events and other strategic initiatives assigned by management.

Other Functions
Lead or participate in other complex, strategic, or cross-functional projects and perform other job-related duties as assigned.
Perform other job-related duties and special projects as assigned.

Knowledge, Skills And Abilities
Extensive and in-depth knowledge of and ability to apply expertise in the advanced theories, principles, methods and practices associated with the functional specialty, program, and/or organizational unit, including applicable internal policies and procedures and pertinent laws and regulations. Laws and regulations are highly complex and require substantial judgment and discretion in interpreting and applying them to the specialty or program area.

Substantial and broad knowledge of public and private entities including their organizational and operating structures, internal systems, and functional areas, as well as the impact of critical external entities on an organization. Ability to integrate and apply this knowledge to anticipate problems and assess the impact of proposed solutions on various organizational areas.

Ability to interpret and integrate complex data and information to formulate appropriate courses of action which have broad and far reaching impact; understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations; effectively use applicable information systems and applications in analysis, research, and reporting activities and projects; effectively communicate with and influence high-level and diverse contacts inside and outside of the CSU system; effectively use all communication methods and formats and to use expertise, as well as persuasion and negotiation skills, to build consensus to achieve short-and long-term goals and objectives.

Minimum Qualifications
General knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Specialized Skills
Demonstrated experience independently leading or managing facilities, construction, maintenance, event, or operational projects and initiatives in a higher education or similarly complex environment. Demonstrated ability to develop and implement project strategies, work plans, estimates, integrated schedules, dashboards, reports, performance measures, and process tools; analyze complex operational and fiscal information; and communicate findings, risks, alternatives, and recommendations to management, executives, and project partners.

Demonstrated experience leading multiple priorities and diverse stakeholders in a complex, fast-paced environment, including facilitating cross-functional working groups, resolving scheduling and resource conflicts, establishing accountability for deliverables, and leading continuous improvement of policies, procedures, workflows, systems, and service processes. Experience using computerized maintenance management systems, project management tools, scheduling platforms, performance dashboards, or related administrative systems is highly desirable.

Demonstrated professionalism, advanced consultative judgment, critical thinking, and a collaborative leadership style that promotes inclusion, accountability, innovation, and effective teamwork. Ability to serve as a recognized functional expert and strategic liaison for Facilities Management; influence decisions across organizational boundaries; build consensus among diverse stakeholders; provide functional leadership and lead work direction as appropriate; and communicate clear, timely, and actionable recommendations for projects, events, and ongoing operations.

Preferred Qualifications
Extensive knowledge of higher education operations and the policies, procedures, regulatory requirements, and service expectations associated with university facilities environments.

Knowledge of operational requirements and institutional implications of major campus activities, including orientation, commencement, open houses, move-in and move-out periods, and other high-visibility events.

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student/finance information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.

Special Conditions Of Employment & Position Designations
All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
This position has been designated as a sensitive position with:

access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards .
responsibility or access/possession of building master or sub-master keys for building access.

Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
May require occasional evenings and/or weekend work.

Physical Environment
Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

Benefits/Perks
CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit the Employee Benefits Summary. The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: corporation/employee-housing

General Information
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at .

CSUMB is a smoke and tobacco-free campus.

Equal Opportunity Employer
CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.

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