Facilities Services Coordinator

San José State University • San José, CA

7d

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 and minor project coordination for University Housing Services. Direct supervision of facilities student assistants to include recruitment, training and evaluation. Provide directions and oversees setup and break down during University Housing Services major events to laborers.

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.
• Ability to handle multiple work priorities, organize and plan work and projects.
• Ability to make independent decisions and exercise sound judgment.
• Ability to quickly learn and apply a variety of state, federal, CSU, and SJSU policies and procedures.
• Strong oral communication skills.
• Must possess excellent customer service and public relations skills.
• Ability to train new skills and procedures.
• 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.
• Demonstrated knowledge of computer applications: MS Word, Excel, Access, PowerPoint, Google docs, etc
• 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.
• Thorough knowledge of English grammar, business writing, punctuation, and spelling.
• Ability to compose and appropriately format correspondence and reports.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Thorough knowledge of office systems, and ability to use broader range of technology, systems, and packages.
• 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.
• Ability to communicate with constituents in a professional and respectful manner.
• Equivalent to a bachelor’s degree in a related field.
• Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

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

• Preparing, processing, and researching purchase requisitions.
• Responsible for interactions with the campus Procurement Services staff in maintenance of requisition and purchase orders.
• Verifies, processes, and researches all invoices to be paid.
• Schedules and coordinates OSHA required physicals, vaccines and hearing tests for all or partial facilities staff.
• Keeps current with monthly OSHA requirements and code regulations.
• Maintains records of all safety equipment provided to facilities staff for Housing
• Primary database administrator for Housing’s Total Management Assets (TMA) work order system.
• Performs day-to-day administration, creates and closes work orders, trouble shoots problems or creates specialized reports, solves problems, maintains data to meet our departmental needs.
• Responsible for analysis, implementation, and creation of various administrative systems within the TMA program to support organizational needs.
• Generates, analyzes, and distributes monthly TMA detailed reports to Director of Facilities and Management Personnel.
• Creates detailed history and unprocessed work orders for each Housing building.
• Back up to the Assistant Director for Facilities Operations to the S2, security access card program.
• Create, troubleshoot, resolve issues for students or staff.
• Ability to provide access card history reports to the appropriate staff members for judicial needs.
• Maintains inventory of first aid supplies for facilities staff, residence offices, and for UHS staff; restocks as needed.
• Restocks and orders new supplies each year as needed.
• Creates and maintains records and organizes storage areas in each building, in storage pods, and parking garage to ensure all space is being utilized correctly.
• Works with supervisors to keep the areas clear and organized.
• Keeps records of department’s equipment and their location.
• Maintains a count of furniture in storage facilities areas, compiles inventories for DFO, and coordinates the delivery or removal of furniture as needed.
• Leads teams of movers to complete projects and ensure an accurate count and storage of furniture.
• Develop preventive maintenance work orders for Laborers and adjust accordingly based on staffing.
• Maintains dept. expense database which includes record keeping of all requisitions, making recommendations to the Database Administrator on adjustment to the expense database in relation to forms, reports, and tables where needed to accurately assist in reconciling with the University expenses.
• Responsible for the selection, training, and supervision of student assistant(s)
• Responsible for submitting payment requests and staff reimbursements.

Benefits

• San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary.
• For more information on programs available, please see the Employee Benefits Summary

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees