IT Project Coordinator

Job Description

Job Description

Work Schedule: 40 hours per week, Monday to Friday; shifts based on operational need of the organization; evening and weekend hours may be required. The position will work on campus.

OVERVIEW

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff.  ASI is considered a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 27,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing.  ASI is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students. 

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices.

POSITION DEFINITION

Under the general supervision of the IT Project Manager, the IT Project Coordinator manages hardware-related operational tasks and projects across ASI CPP. This position manages hardware inventory, the organizational mobile phone plan, and supervises IT Assistant Technicians (4) - in coordination with university IT - ensuring the readiness and optimal function of organizational hardware assets and supports strategic initiatives requiring project coordination and implementation.

ESSENTIAL DUTIES

Desktop Team Support (40%)

• Supervise, train, mentor, and schedule IT Assistant Technicians (4 student assistants).

• Assists team with providing troubleshooting of desktop support- related issues, including, but not limited to, computer and phone software and hardware, printers, copiers, and networking.

• Coordinate the deployment, configuration, maintenance, and upgrade of organizational hardware assets.

• Oversee routine auditing, inventory management, and lifecycle planning of desktops, laptops, and printers

• Coordinates third-party hardware support external to University IT, as needed

ASI Hardware Support & Project Coordination (60%)

• Oversee routine auditing, inventory management, and lifecycle planning of all additional ASI hardware including but not limited to, tablets, mobile phone devices, peripherals, hand scanners, barcode scanners, button machine, and the sticker, vinyl, and banner printers, digital cameras, lighting equipment, etc.

• Coordinate the organizational mobile phone plan, including procurement, inventory, deployment, and maintenance of related devices.

• Coordinate hardware procurement, and certain software related projects, ensuring alignment with organizational policies, budgets, and timelines.

• Collaborate with ASI departments to identify hardware needs, requirements gathering, and coordinate associated operational or project tasks.

• Coordinating the development of standard operating procedures (SOPs) for hardware asset management.

• Manage technical (non-content-related) aspects of the ASI WordPress website.

• Lead hardware feasibility assessments for organizational and departmental initiatives.

• Create and maintain documentation related to hardware management processes and project tracking.

• Support data visualization and reporting related to hardware inventory and utilization.

• Provide logistical and operational support for technology-related organizational projects (non-technical tasks such as coordination, procurement processes, stakeholder communications).

• Partner with ASI organizational effectiveness and university IT for ongoing hardware compliance, project support, and inventory accuracy.

• Perform other duties related to hardware and operational projects as assigned.

QUALIFICATIONS

• Bachelor’s degree in Computer Information Systems, Technology and Operations Management, or related field;

• Minimum of two years’ experience in hardware inventory management, asset coordination, operational project management, or similar areas

• Demonstrated experience supervising or coordinating team activities (student assistant supervision experience preferred)

• 1-2 years of Leadership experience

• Strong organizational skills, attention to detail, and ability to manage multiple projects simultaneously

• Knowledge of technical terminology, configuration, and troubleshooting of standard hardware/software currently in use (e.g., Windows PC, macOS devices, Android OS devices, iOS devices, Microsoft Office Suite, Adobe Acrobat, Adobe Creative Cloud, etc.)

• Familiarity with VBScript, Active Directory, VPNs, PowerShell, HTML desired

• Must possess exceptional interpersonal and customer service-oriented skills

• Must be able to communicate effectively, verbally and in written form

• Ability to prioritize tasks, display initiative, and remain flexible in a changing environment

• Ability to make independent decisions and make appropriate recommendations

• Ability to articulate instructions to end-users with various levels of computer literacy

• Ability to gather and analyze facts, define problems, devise solutions, and take appropriate action

• Ability to maintain professional work conduct

• Must possess ability to work well within a team and/or independently, when necessary, without close supervision

• Demonstrated ability to work with a diverse student population and campus community

• Position designated as sensitive due to access to organizational hardware and assets, and university service now; ability to satisfactorily complete a background check (including a criminal records check)

POSITION SENSITIVITY

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

BACKGROUND CHECK

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position.

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds. 

MANDATED REPORTING REQUIREMENT

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect. 

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.

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