Administrative Support Coordinator II - Facilities Administrative Services

Type of Appointment Full‑Time, Probationary Job Classification Administrative Support Coordinator II Anticipated Hiring Range $4,367 – $4,543 per month Work Schedule 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’s 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 160 facilities professionals that also provide maintenance services, including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet and auto services. The department workforce encompasses a wide range of professional disciplines and backgrounds, including architects, engineers, accountants, planners, project managers, administrative professionals, and skilled tradespeople in carpentry, plumbing, electrical, landscaping, and custodial services. DUTIES AND RESPONSIBILITIES Administrative Support for Facilities Planning & Management: General support and coordinate daily office activities, including preparing correspondence, processing and compiling data, and creating specialized documents such as operational directives, annual reports, technical studies, and other project‑related materials. Ensure reference materials (Executive Orders, Management Memoranda) are maintained and updated. Prepare meeting materials, agendas, and relevant documents. Attend relevant department meetings, take minutes, distribute agendas and minutes, and track follow‑up actions. Proofread all documents for accuracy, completeness, and compliance with departmental policies. Assist with scheduling meetings and events, reserving conference rooms and IT/AV equipment. Manage incoming mail and packages, including blueprints and official documents for the State Fire Marshal’s Office. Handle faxing, answering phones, routing documents for digital signatures, order office supplies and project materials. Perform onboarding and offboarding tasks and provide training on office procedures. Manage and update department phone directories and security card access. Assist with travel authorizations, reimbursement requests, and Concur approvals. Manage and reconcile travel P‑Card reports and conference registrations. Back up other departmental administrative support as needed. Provide administrative support for project contract management, including processing and coordinating project documents such as requisitions, contracts, service agreements, RFIs, change orders, payment applications, invoices, and related documents. Maintain project files, input data into TMA records, prepare requisitions, and convert them to purchase orders. Support project reports, reconcile TMA transactions with the general ledger, manage procurement documentation, and liaise with Procurement Services. Process State Fire Marshal invoices and legal documents, track contractor payments, coordinate creation of TMA work orders, and analyze invoices for payment. Fiscal Administration: Prepare and process requisitions, service agreements, public works contracts, purchase orders, invoices, reimbursement requests, P‑Card and travel card reconciliations. Ensure documentation of expenditures is accurately posted to the appropriate work order and general ledger accounts in compliance with CSU directives. Provide assistance to staff on procurement and billing processes; assist with fiscal control of department budgets and research budget discrepancies. Examine purchase orders and chartfield strings for available balances, assign and code proper chartfield strings, and forward paperwork to the appropriate approving official and to Procurement Services or University Accounting Services by the due date. Quality and Process: Exercise independent judgment interpreting campus policies, rules, procedures, and regulations, escalating issues requiring management attention. Document and collaborate on initiatives to enhance and streamline administrative processes aligned with the campus strategic plan. Engage in cross‑training with other staff, contribute to best business practices and processes for the department, maintain an organized filing system, ensure proper execution of construction documents in accordance with CSU and State University Administrative Manual guidelines, generate periodic construction reports, and recommend process improvements. QUALIFICATIONS High School Diploma/GED or equivalent. Five (5) years of progressively responsible experience in general office clerical or secretarial work or equivalent. Comprehensive knowledge of applicable university infrastructure, policies, and procedures; mastery of English grammar, punctuation and spelling; proficiency with office software packages, technology, and systems; ability to independently handle multiple priorities and projects; interpret and apply policies independently; troubleshoot office administration problems and respond to inquiries; analyze operational problems and develop recommended solutions; perform business math, analyze budgetary data; write and present reports; handle interpersonal interactions at all levels; negotiate and persuade to achieve results and expedite projects. PREFERRED QUALIFICATIONS Five years of 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 collaboratively and professionally with colleagues, stakeholders, and campus constituents across all levels. Demonstrated team‑building skills; effective written, verbal, and graphic communication. Knowledge of current federal, state, and local environmental acts, policies and standards. Excellent written, oral, and presentation skills; team‑player attitude; knowledge of standard PC office applications. Bachelor’s degree. Background Check Cal Poly Pomona will make a conditional offer of employment to final candidates, pending satisfactory completion of a background check, including a criminal records check. The conditional offer may be rescinded if the background check reveals disqualifying information or if the candidate knowingly withheld or falsified information. In determining suitability, Cal Poly Pomona will give an individualized assessment of any information that the applicant submits regarding criminal conviction history, including nature, gravity, recency, performance or rehabilitation efforts, and the nature of the job applied for. Education Code 89521 Requirements Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last seven years only after a determination is made that they meet the minimum qualifications for the position and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes release of information by the applicant’s current or former employers to the CSU concerning any substantiated allegations of misconduct. 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 website. The CSU Salary Schedule is located on the CSU website. The classification salary range for this position according to the respective skill level is: minimum $4,367 and maximum $6,362 per month. Please refer to the anticipated hiring range for this specific position. Equal Employment Opportunity Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, the California Proposition 209, and other applicable state and federal anti‑discrimination laws. We prohibit discriminatory preferential treatment, segregation based on race or other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. In addition, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act and requests priority referral of protected veterans for our job openings. #J-18808-Ljbffr