Administrative Support Coordinator II - Facilities Administrative Services

Cal Poly Pomona•Pomona, CA

1d•$4,367 - $4,543•Onsite

About The Position

The Facilities Planning and Management (FP&M) department is seeking an Administrative Support Coordinator II to provide comprehensive administrative support for daily office activities, project contract management, and fiscal administration. This role is crucial for maintaining the operational efficiency of the department, which is responsible for planning, developing, and maintaining the campus's natural and built environments. The department comprises approximately 160 facilities professionals and offers a wide range of services including maintenance, custodial services, landscaping, and energy management.

Requirements

High school diploma or its equivalent.
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 systems.
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 the 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.

Nice To Haves

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.
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 of the organization.
Demonstrated team-building skills and ability to communicate effectively through written, verbal, and graphic means.
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.

Responsibilities

Coordinate daily office activities, including preparing correspondence, processing data, and creating specialized documents.
Maintain and update reference materials such as Executive Orders and Management Memoranda.
Prepare meeting materials, agendas, and relevant documents, and attend meetings to take minutes and track follow-up actions.
Proofread all documents for accuracy, completeness, and compliance with departmental policies.
Assist with scheduling meetings and events, including reserving conference rooms and IT/AV equipment.
Manage incoming mail and packages, including blueprints and official documents.
Handle faxing, answering phones, and routing documents for digital signatures.
Order office supplies and project materials as needed.
Perform onboarding and offboarding tasks for new and separating employees.
Provide training for students and other administrative staff on office procedures.
Manage and update department and campus phone directories.
Request and monitor security card access for the department and assist with coordinating vendor access.
Ensure adherence to campus travel policies by processing all related paperwork, including travel authorizations and reimbursement requests.
Manage and reconcile travel P-Card reports and conference registrations.
Provide daily administrative support for project contract management, including processing and coordinating Requisitions, Contracts, Service Agreements, RFIs, Change Orders, and Payment Applications.
Ensure project documents are accurately initiated, routed for approvals, and transmitted in a timely manner.
Prioritize and track tasks set by Project Managers and resolve time-sensitive matters.
Maintain project files, input data into TMA records, prepare project requisitions, and convert them to purchase orders.
Support the generation of project reports and maintain a professional reference library for code compliance.
Collaborate with Facilities Financial Services to reconcile TMA transactions with the general ledger.
Manage procurement-related documentation, including tracking purchase requisitions, invoices, and purchase orders.
Ensure procurement documents comply with internal and external audit requirements.
Liaise with Procurement Services to resolve discrepancies and ensure timely submission of purchase orders.
Process State Fire Marshal invoices and legal documents.
Track contractor payments and handle various contractor-related documents.
Coordinate the creation of TMA work orders and requisitions for capital projects.
Analyze and process project invoices for payment.
Oversee and document daily department vehicle usage, including maintenance tracking and monthly reports.
Assist with archiving and transmitting departmental files for storage.
Prepare and process requisitions, service agreements, public works contracts, purchase orders, accounts payable invoices, reimbursement requests, P-Card, and travel card reconciliations.
Ensure documentation of expenditures and receipts is accurately posted to the appropriate work order and general ledger financial accounts.
Provide assistance to staff on procurement and billing processes.
Assist management with fiscal control of department budgets and research budget discrepancies.
Examine purchase orders and chartfield strings for available balances and assign/code proper chartfield strings.
Process Facilities Planning & Management credit card transactions, ensuring compliance with university guidelines.
Ensure paperwork is forwarded to the appropriate approving official and submitted by the due date.
Exercise independent judgment in interpreting campus policies, rules, procedures, and regulations.
Document and collaborate on initiatives to enhance and streamline administrative processes.
Engage in cross-training with other administrative staff to ensure workload balance.
Contribute to the development of best business practices and processes for the department.
Maintain an organized, efficient filing system for Design & Construction files using Microsoft Teams, SharePoint, OneDrive, and shared drives.
Ensure the proper execution of construction documents in accordance with CSU and State University Administrative Manual (SUAM) guidelines.
Generate periodic construction reports and maintain the department's code compliance and professional reference library.
Recommend process improvements for greater efficiency.