Administrative Support Coordinator II - Facilities Administrative Services

Job Details•Pomona, CA

12h•Onsite

About The Position

The Facilities Planning and Management (FP&M) department at Cal Poly Pomona is seeking an Administrative Support Coordinator II to provide comprehensive administrative support for Facilities Planning & Management, Design & Construction, and Fiscal Administration. This full-time, probationary position will play a key role in coordinating daily office activities, managing project contract documentation, processing fiscal transactions, and contributing to process improvement initiatives. The department is responsible for the planning, development, and maintenance of the campus's physical environment, comprising approximately 160 facilities professionals across various disciplines.

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 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
Must possess a valid California or other State Driver’s license.
Must have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof).
Must not have more than 3 DMV Points, if their license is Class C or, not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements.
Must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire.

Nice To Haves

Five years (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 take meeting minutes.
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 employees, and train students and 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.
Process campus travel paperwork, including travel authorizations, reimbursement requests, and Concur approvals.
Manage and reconcile travel P-Card reports and conference registrations.
Provide daily administrative support for project contract management, including processing Requisitions, Contracts, Service Agreements, RFIs, Change Orders, Payment Applications, and Invoices.
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.
Assist Project Managers and Project Coordinators/Supervisors by maintaining project files, inputting data into TMA records, preparing project requisitions, and converting 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.
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 report preparation.
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 in Tableau.
Process Facilities Planning & Management credit card transactions, ensuring compliance with university guidelines.
Document and collaborate on initiatives to enhance and streamline administrative processes.
Engage in cross-training with other administrative staff.
Contribute to the development of best business practices and processes for the department.
Maintain an organized 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.