Asset Management Coordinator

Cal Poly Pomona•Pomona, CA

6d•$4,047 - $5,896•Onsite

About The Position

The Asset Management (AM) department is responsible for the administration and accountability of University state-owned property, including capital and non-capital assets. The department supports the University’s property management program throughout the asset lifecycle, from acquisition and identification through physical inventory, transfer, reutilization, surplus, and final disposition. Asset Management implements University property management policies, procedures, systems, and administrative processes to maintain an effective and compliant asset management program. The department coordinates the physical inventory of state-owned capital and applicable non-capital assets and works directly with campus departments and designated property representatives to identify, locate, scan, verify, and maintain records for assets located both on and off campus. Asset Management maintains property and inventory information in University asset management systems, supports reconciliation and documentation of inventory records, serves as a liaison during property audits, and provides guidance to faculty, staff, administrators, and departmental property designees regarding property administration and inventory requirements. Asset Management also supports the University’s surplus property program, including reutilization, public surplus activities, disposal of University property, and electronic waste processes.

Requirements

High School Diploma/GED
Driver License, Valid and in State
Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects.
Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Nice To Haves

Experience performing data entry, records management, inventory tracking, clerical, or administrative support.
Experience working with databases, spreadsheets, barcode scanners, optical scanners, or electronic recordkeeping systems.
Working knowledge of Microsoft Outlook, Word, and Excel.
Experience maintaining high-volume records requiring accuracy and attention to detail.
Experience supporting physical inventory, warehouse, receiving, distribution, procurement, equipment control, or asset management activities.
Experience working with PeopleSoft or another enterprise asset management or inventory system.
Familiarity with asset tags, serial numbers, asset IDs, equipment records, inventory lists, location records, and property transfer documentation.
Experience maintaining exception logs, follow-up records, compliance trackers, or similar administrative control tools.
Experience providing customer service and coordinating activities with multiple departments or organizational units.
Familiarity with a university or public sector environment is desirable.

Responsibilities

Provides direct administrative and field support for the University's physical inventory and property verification program.
Assists with scheduled physical inventories of capitalized, non-capitalized, sensitive, federally funded, and other trackable University equipment, including off-campus property, in accordance with CSU and University requirements.
Maintains the inventory calendar and coordinates scheduling and communication with departmental property designees regarding upcoming inventories and outstanding assets.
Locates and visually verifies University equipment using approved scanners or inventory technology, and records identifying information (tag, serial number, description, custodian, location).
Compares physical verification results to asset records, logs discrepancies and exceptions, and tracks them through resolution or referral to Property/Inventory staff.
Performs authorized routine updates to inventory records (PeopleSoft Asset Management, spreadsheets, databases) based on verified information.
Identifies deficient property tags, maintains a tag exception log, and assists with preparing replacement tags once authorized.
Assembles completed departmental inventory packages and tracks them through management review and approval.
Prepares routine inventory status reports (completion rates, outstanding assets, exceptions, deadlines) and supports property audits and internal reviews.
Provides administrative support for maintaining accurate, complete, and organized property and inventory records.
Enters and updates routine asset information across established systems and verifies data entered against supporting documentation.
Matches property tags, asset IDs, serial numbers, locations, and custodians across physical and electronic records.
Scans, files, and retrieves property documentation, and maintains organized records supporting inventory, transfers, tagging, and off-campus verification.
Prepares standard reports, spreadsheets, and worklists from Asset Management records, and assembles documentation to support discrepancy research, audits, or records requests.
Flags incomplete, inconsistent, or duplicate records and routes them to the appropriate Asset Management staff.
Provides routine administrative and field assistance for identifying, tracking, and authorized movement of University property.
Schedules tagging appointments and prepares tags, listings, and supporting documentation for new or newly identified equipment.
Assists with locating equipment and affixing property tags as directed, and records identifying information for entry into University records.
Processes routine documentation for changes in asset location, custody, or department, including Transfer of State Equipment paperwork.
Receives and routes survey/surplus documentation, and assists with scheduling authorized pickup or movement of surveyed equipment.
Updates tracking records to reflect receipt, transfer, or relocation of equipment following appropriate authorization.
Provides customer service and administrative communication supporting timely completion of Asset Management activities.
Serves as a routine point of contact for questions on inventory schedules, forms, documentation status, and established procedures.
Coordinates with departmental property designees to schedule inventories and arrange access to equipment and locations.
Sends inventory notices, reminders, and follow-up correspondence, and tracks departmental responses to outstanding requests.
Directs policy interpretation, substantive discrepancies, and property determinations to appropriate Asset Management personnel; supports routine compliance reporting.
Prepares routine correspondence, reports, forms, and administrative documents, and maintains office files, calendars, and reference materials.
Assists with administrative preparation for property audits, internal reviews, and inventory projects, including retrieving supporting records.
Maintains inventory supplies and equipment (scanners, tags, forms).
Performs related clerical and administrative functions consistent with the Administrative Support Assistant I classification.