Facilities Services Coordinator

San José State University•San Jose, CA

3d•$4,198 - $6,115•Onsite

About The Position

Under the direct supervision of the Director of Facilities Operations, the Facilities Services Coordinator performs all duties but works independently in performing all procurement services, inventory control, work control functions, travel processing, and minor project coordination for University Housing Services. Direct supervision of facilities student assistants to include recruitment, training, and evaluation. Coordinates setup and break down during University Housing Services major events.

Requirements

Thorough knowledge of methods, procedures and practices, English grammar, business writing, punctuation and spelling.
Ability to compose and appropriately format correspondence and reports.
Working knowledge of software applications: word processing, spreadsheet (Excel), database management (Access).
Ability to perform a variety of administrative, technical and analytical duties of limited to moderate complexity under general supervision.
Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
Strong oral communication skills. Must possess excellent customer service and public relations skills.
Demonstrated ability to work alone as well as with other people when assigned to do so.
Ability to work flexible hours and weekends as needed.
Ability to learn and use People Soft software application, StarRez, the internal housing database system and TMA, Total Management Asset system.
Experience to be fully functional in all technical aspects of work assignments.
Thorough knowledge of university methods, procedures, and practices.
Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
Ability to work independently and handle multiple work unit priorities and projects.
Ability to solve common and unique problems using reasoning and judgment to develop practical, thorough, and creative solutions.
Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
Demonstrated competence in effectively presenting standard information in writing.
Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, and complete projects accordingly.
Ability to coordinate and direct student assistant(s).
Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.
Ability to complete Defensive Drivers Training Program provided by State of California for CSU campuses.
General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
Ability to communicate with constituents in a professional and respectful manner.

Nice To Haves

Bachelor’s Degree or equivalent years of professional experience.
3-5 years administrative experience
Experience coordination an administrative process.
Purchasing or procurement experience.
Experience working with maintenance, custodial, or facilities operations.
Experience working in an education setting.

Responsibilities

Prepares, processes, and researches purchase requisitions including any discrepancies of orders to be placed or received to the appropriate University department.
Verifies, processes, and researches all invoices to be paid.
Performs day-to-day administration for Housing’s Total Management Asset (TMA) work order system including, creating and closing work orders, troubleshooting problems or creating specialized reports, and maintaining data to meet departmental needs.
Develops preventive maintenance work orders for UHS Facilities staff in TMA.
Generates bi-monthly correspondence with residents to complete their room inventory profiles on StarRez.
Coordinates distribution of supplies and equipment to residence hall and apartment complexes including trash and recycling containers, chairs and lamp shades.
Creates and maintains accurate records of departmental equipment and storage locations.
Manages the collection, storage, and removal of abandoned items. Coordinates pickup appointments with students and ensures their belongings are properly documented, stored, and released.
Manages records and conducts annual asset audits with University Property.
Maintains owner manuals, equipment specifications and service schedules for all department equipment
Provides access through the S2 and Dormakaba security access cards systems.
Creates, troubleshoots, resolves issues for students or staff.
Maintains records of all safety equipment provided to facilities staff for Housing on TMA.
Reviews, researches, and processes damage billing. Provides required documentation for damage charges. Processes work orders needed to replace damaged furnishings.
Processes work order requests daily. Reviews incoming requests to ensure that all urgent needs are completed in a timely manner. Collects service requests three to five times daily. Responds to inquiries or complaints about the status of their work order. Distributes work orders to appropriate members of the facilities team. Research status on outstanding work orders.
Hires, trains, and supervises student assistant(s)
Creates and manages any documentation/forms/etc needed by the facilities operations area to complete all work, including the summer turnover cycle.
Assists with reconciling all expense accounts against the CSU Data Warehouse, CSU Buy, and Concur records and reports. This includes monitoring, reporting, researching, and clarifying/troubleshooting discrepancies.
Assist with maintaining the expense database which includes record keeping of all requisitions, making recommendations to the appropriate UHS or SJSU administrator on adjustments to the expense database in relation to forms, reports, and tables as needed to accurately assist in reconciling University expenses.
Assists in record keeping of Housing’s hard key quality control system. Prepares necessary paperwork for FD&O Lock Shops for lock and/or key repair/replacement requests. Works with each Residential Life Coordinator throughout the residential portfolio to complete/verify all key audits.